Spond Club: How to manually process payments and invoices

Advice for admins wishing to manually process payments in Spond's club management solution - Spond Club

Spond Support avatar
Written by Spond Support
Updated over a week ago

NOTE: This is an example for UK club where the currency is set to GBP. You can select your local currency.

The invoice solution is designed to help you reach members who receive financial support or those who are unable to pay online.

This feature in Spond Club allows you to create an ordinary payment request and then generate an invoice that you download and manually send by email (or print). When someone has paid via bank transfer or another method, you can register this payment with the payment date and comment field for accounting purposes.

You can create an invoice and register a manual payment by entering a payment instance (ie. Annual subs 2022), selecting a member, then pressing the drop-down menu as shown below.

Here you see the options 'Create invoice' and 'Register manual payment'.

NOTE: In order to generate an invoice or register a manual payment, you must first have sent a payment request to the person.

Create Invoice

  • When you create an invoice, you can adjust the due date.

  • By default, the invoice description will contain "Mark the payment with invoice number: xxxxxxxx".

  • The purpose of the standard text is to make it easier for the club to identify a payment.

  • You choose which payment segments and optional products are to be included in the invoice. If you want to change any of the prices, you may do this by editing the original payment request that the person was sent.

  • If you do not know which optional products the recipient wants to buy, you must clarify this before sending out the invoice so that you can include all relevant items.

  • You can create a new invoice even if you have already created a previous one. The new invoice will then overwrite the old one, with a new serial number.

  • Once you have set up the invoice correctly, you can download it as a PDF and forward it via email, Spond Club or other channels.

Register Manual Payment

  • You enter the payment date and add a note for each payment, ie. "Paid in cash ...", "Transferred directly via BACS ...", etc.

  • Select the payment segments and any optional products that the person has paid for.

  • If someone has paid a different price to the one on the invoice (ie. Due to adding or removing an optional product), you must amend the total in the original payment request before registering the manual payment so that the accounts will tally.

  • You can only register one manual payment per payment request, ie only one payment per member per payment. This is in the same with payments made by card (VISA / MasterCard).

  • If you are going to register a payment that applies to a family that has received a family discount, then the amount paid must be distributed to everyone in the family and registered manually to each individual family member.

Find Out More

Did this answer your question?