Member Billing & Statements

How charges from the registers, bookings and amenities land on the member account — posting payments, recurring dues, adjustments, aging buckets, the monthly statement run and ACH autopay.

Every charge in ClubCore — a bar tab, a spa appointment, a tournament entry, a banquet — ends up in the same place: the member’s account. The Billing page in the sidebar is where staff work that account: it manages balances, payments, recurring charges and monthly statements across four tabs — Balances, Payments, Recurring and Statements.

Because POS sales and member billing automatically create journal entries, everything you do here flows straight into the club’s general ledger with no re-keying.

How charges reach the member account

You almost never type a charge into Billing by hand. Charges arrive from the operational modules where the activity actually happens:

  • Point of sale — at any register, staff select Member Charge, look the member up by name or tap their NFC member card, and the ticket posts to the member’s balance. (Which payment methods a register offers — Cash, Card, Member Charge — is controlled in Settings → POS.)
  • Pro shop orders from the portal — when a member shops the pro shop section of the member portal, the charge posts to their member account and appears on their next statement.
  • Spa & wellness bookings — marking a booking Complete posts the service charge to the member’s account. No-shows and cancellations don’t bill.
  • Lessons — how a lesson is paid (member account vs. a prepaid package credit) is chosen on the booking itself.
  • Events & banquets — the Invoice action posts an event’s charges to the host’s member account.
  • Kids’ camps — clicking Charge on a camp session bills each registered junior’s family on their member account. Cancelling a registration that was already charged reverses the charge automatically.
  • Guest passes — the guest fee is charged to the sponsoring member’s account when the pass is used, not when it is issued. A pass that is never used never bills.
  • Tournaments — adding a member to a tournament with an entry fee posts the fee to their account; a guest’s fee goes to the member who sponsored them, and withdrawing a player reverses it.

Balances

The Balances tab lists every member with their balance by age — Current, 1–30, 31–60, 61–90, 90+ Days and Total — the same buckets as the AR aging export — plus club-wide totals, with Total AR net of credit balances. Use Outstanding Only to show only members who owe money, click a member for their transaction history, and Export AR aging to Excel or CSV. When a report elsewhere in the system shows a number you don’t expect, this tab is the cross-reference.

Members who have been removed are left out of the totals; if any still carry a balance, a note above the list says how many and how much.

Whether a member is allowed to charge at all is a status switch: member statuses (Settings → Member Config) carry permission flags like Can Charge, so a “Suspended” status can block account charging while keeping the member visible to staff.

Recurring charges and dues

The Recurring tab holds the charges that post to member accounts automatically each billing cycle — monthly dues, cart plans and similar — each with an amount, a description, a frequency (monthly, quarterly or annual) and optionally a member type.

Dues follow the member type. Each membership category (“Full Golf”, “Social”, “Junior”…) carries its monthly dues and initiation fee, and a type’s dues are billed by exactly one recurring charge, marked dues for . Change the dues on the member type and the charge follows; a second charge that would bill the same type’s dues twice is refused. If a type’s dues aren’t billed by any charge, ClubCore flags it and offers Set up billing in one click.

The Billing cycle panel at the top of the tab runs on the 1st of each month — A/R aging first, then the month’s charges — and shows when each last ran. Quarterly charges post in January, April, July and October; annual charges in January. Post this month’s charges and Run AR aging run either step by hand, and both are safe to repeat.

The billing day, payment terms (days until due) and how statements are delivered (email, member portal or physical mail) are set in Settings → Billing.

Taking payments

Money received from members is recorded on the Payments tab:

  1. Click Post Payment.
  2. Select the member.
  3. Enter the amount and the method — Cash, Check, Credit Card, or ACH.
  4. Click Post Payment. The payment reduces the member’s balance immediately, oldest aging bucket first; any overpayment stays on the account as a credit.

Members can also pay themselves: if online card payments are enabled, a Pay Online button appears on the Account tab of the member portal. The amount defaults to their full balance but they can pay any amount they choose, and the payment shows up in their transaction history within seconds.

Adjustments and credits

Not every entry is a sale or a payment. ClubCore supports manual adjustments and credits on the member account — comping a charge, correcting a posting, issuing a goodwill credit. Module-level actions handle their own reversals (cancelling a charged camp registration, for example, reverses the charge), and for anything non-standard the accounting side takes a manual journal entry — POS and billing postings already create their journal entries automatically, so manual entries are reserved for the exceptions.

Reading the aging buckets

ClubCore ages every member balance automatically — the aging job runs with the billing cycle each month, so the buckets keep moving without staff action.

You see aging in three places:

  • Billing → Balances and Reports → Aged A/R — member-level receivables aging, Current / 1–30 / 31–60 / 61–90 / 90+ days, with a total per member.
  • Accounting — the receivables side of the books, alongside the A/P aging on the Bills tab.
  • The member portal — members see their own aging breakdown (1–30 / 31–60 / 61–90 / over 90 days) under Account → Balance, so the conversation about an overdue balance starts from the same numbers staff see.

The monthly statement run

The Statements tab is where the monthly run happens:

  1. Select the billing period.
  2. Click Generate Statements to create each member’s statement for the cycle. Resigned, suspended and on-leave members who still owe (or had activity) get one too.
  3. Click Deliver Statements to email them. Delivery is tracked per member — the list shows Sent, Failed, No Email, Paper Only and Pending rows, so you know exactly who got theirs. To rehearse first, a Dry Run sends every statement to a test address and records nothing as sent.
  4. If some deliveries failed, Resend Failed/Pending retries just those. A checkbox forces a complete re-send if you ever need one.
  5. Click Download Print Batch for a single PDF containing statements for members without an email address or flagged paper-only — print and mail those.

Individual statements can also be viewed or printed as PDFs at any time, and members open the same PDFs from the Statements tab of the member portal.

Statement email requires the club’s mail-server (SMTP) settings first — set them under Settings → Billing, and use the built-in test-send to verify delivery before running a real cycle.

ACH autopay

Autopay automatically drafts enrolled members’ bank accounts for their statement balance. It’s an optional module — switch on ACH Autopay in Settings → Features and an Autopay page appears in the sidebar with two tabs:

  • Enrollments — enroll a member by recording their bank name, account last-four and mandate acceptance. Enrollments can be paused, resumed or canceled at any time. Members can turn autopay off themselves from the member portal, and can enroll themselves there once the club is live on ACH with a collected bank mandate.
  • Charges — the full history of autopay charges with per-charge status: simulated, succeeded, pending, failed, returned or skipped.

Run autopay now charges every enrolled member who has a balance.

A transport indicator on the page shows whether you are simulated or live: charges are simulated (recorded, but no money moves) until the club’s live autopay setting is enabled and Stripe ACH is configured — entering a Stripe key alone is not enough, and a banner reminds you while you’re in simulated mode. That makes it safe to enroll members and rehearse the flow before real drafts begin.

Where to go next

  • Point of Sale & F&B — how member charging works at the register, tickets, tabs and shift reports.
  • Getting started — first-time setup, including the billing and member-type configuration this guide builds on.

Questions about rolling billing over from your current system? Get in touch.