This article covers the admin workflows for configuring your billing options. For general information on the billing process, check out our feature article here.

Overview

Set the billing days for membership dues at each facility to control when recurring charges are processed.

You can also choose to enable a credit card surcharge for dues billed through automated billing operations. Note that this surcharge does not apply to dues paid on-site at a terminal or during initial signup.

These settings are facility-specific and must be configured individually for each location.

Billing Configuration

Navigate to Billing: Manage > Organization & Settings> Facility: [Location]> Billing

1. Weekly Billing Day

• Any plans that are billed on a weekly basis will be billed on the week day set here

2. Monthly Billing Day

• Any plans that are billed on a monthly basis will be billed on the day of the month set here

3. Enable Credit Card Surcharge (optional)
   1. Set Surcharge product 
   2. Set Surcharge percentage
4. Only billing active contracts (optional)

• Concluded or terminated contract balances can still be manually billed through the billing area

Configure General

Sweep Billing automatically charges customers with a Balance Due Now—including open, declined, or past due amounts—based on an interval defined by your facility. This helps reduce outstanding balances from retail purchases or programs and ensures collection of declined or overdue payments once updated payment information is provided.

This feature is location-specific and must be configured separately for each facility.

Sweep Billing Fixed Dates Mode

Processes all account balances on the specific days you select. Every balance due is charged on those fixed days. This option is ideal for facilities that bill on a consistent schedule—such as once a month—using a fixed billing date.

If “Automatic billing only includes customers with a Program, Membership, or Pass contract in effect” is toggled on in Billing Config, then only active contracts will be included in.

1. Sweep Billing Mode
   • Select Fixed Days of Month
2. Fixed Sweep Days of Month (optional)
   • Select the days that you want sweep billing to run
3. Retry declined dues billing after X days (optional)
   • Set the number of days to wait before retrying any declined charges of the previous billing operation
4. Only bill customers with an active contract (optional)
   • If toggle is off then all past due balances would be billed on sweep billing dates and monthly or weekly billing dates 
   • If toggle is on past due balances are only attempted if they have an active or frozen contract
     1. Concluded or terminated balances can still be manually billed through the billing area
     2. Use Case: If a facility does not write off balances then this toggle would potentially be of use. Payment processors charge a fee for every payment attempt regardless of if it is approved or declined.

Sweep Billing Rolling Dates Mode

Processes account balances based on a selected interval, following each customer's individual billing schedule. Unlike fixed billing, not all customers are charged at once—only those whose billing cycle matches the specified interval are included in each operation.

This option is ideal for facilities that primarily use rolling membership dues, where each customer has a personalized billing date.

1. Sweep Billing Mode
   • Rolling
2. Fixed Sweep Days of Month
   • Select the number of days to wait between sweep billings
3. Retry declined dues billing after X days (optional)
   • Set the number of days to wait before retrying any declined charges of the previous billing operation
4. Only billing active contracts (optional)
   • Concluded or terminated balances can still be manually billed through the billing area

Reports

By setting up some automated emailed reports you can reduce billing errors and failures. Setup the following reports to be auto emailed to a specific email or multiple emails:

Pre Billing Emails

• Duplicate Contracts
• Recurring Dues and No Payment Method

Post Billing Emails

• Dues Posting Errors
• Failed Billing Events