Admin: Processing Payments

> TL;DR: Verify pending payments by checking proof against your payment app, then click Verify or Reject. Record payments directly when you receive cash or need to enter payments manually - these are auto-verified.

Two Ways Payments Enter the System

Path	Initial Status	When to Use
Member/Guest submits	Pending	Standard flow
Admin records	Verified	Cash, manual entry

Verifying Payments

When members or guests submit payments, they go into a Pending queue for your review.

Finding Pending Payments

Go to Finance → Payments

Filter by Status: Pending

Or check the fee detail page for pending badges

What to Check

Before approving, verify:

Payment was received - Check Zelle, Venmo, etc.

Amount matches - Submitted equals received

Sender is correct - Right person sent it

Not a duplicate - Haven't already verified this

Approving a Payment

Click on the pending payment

Review details and proof files

Click Verify

Payment counts toward collection

Approving with Amount Adjustment

If received amount differs from submitted:

Click Verify

Enter the Verified Amount (what you actually received)

Add a note explaining the difference

Submit

Example: Member submitted $25, you received $20 → Verified Amount: $20, Note: "Partial payment received"

Accept as Full Payment

For underpayments you want to accept as complete:

Verify the payment

Check Accept as Full Payment

Due is marked as Paid despite lower amount

Rejecting a Payment

Reject when:

No matching payment received
Amount is significantly wrong
Proof is invalid or unreadable
Duplicate submission

How to reject:

Click Reject

Enter a reason (required, shown to payer)

Submit

Good rejection reasons:

"Payment not received. Please verify the recipient email."
"Screenshot shows $15 but fee is $25. Please send the remaining $10."
"Proof image is too blurry. Please resubmit with a clearer screenshot."

Recording Payments

Record payments directly when you receive them in person or need to enter them manually. These are automatically verified.

When to Record

Cash received at a meeting
Check received by mail
Payment made directly to you
Historical payment entry
Member having trouble submitting

How to Record

Go to Finance → Payments → Record Payment

(Or from fee detail page → Record Payment)

Select payer type (Member or Guest)

Search for member, or enter guest name/email

Select the fee

Choose tier and enter amount

Add optional details:

Payment method (Cash, Zelle, Check, etc.)
Reference number (check #, transaction ID)
Notes
Payment date (backdate if needed)

7. Submit

Recording Scenarios

Cash at meeting:

Payer: Member
Method: Cash
Note: "Collected at Oct meeting"

Check by mail:

Payer: Member
Method: Check
Reference: Check #1234
Note: "Received via mail 10/15"

Walk-up guest at event:

Payer: Guest
Enter name and email
Method: Cash or Card

Historical entry:

Set payment date to when it was received
Note: "Historical entry - originally paid 9/1"

Tracking Collection

Fee Detail Stats

Each fee shows:

Metric	Description
Collected	Total verified payments
Pending	Submitted, not yet verified
Paid Rate	Percentage of members who paid
Overdue	Members past due date

Progress Bar

Green: Verified payments
Blue: Pending payments
Gray: Not yet submitted

Payers Table

See everyone with a due for this fee:

Column	Shows
Payer	Name and email
Type	Member or Guest
Status	Paid, Pending, Not Submitted, etc.
Amount	Paid amount
Actions	Quick verify, reject, record

Filtering and Sorting

Filter by:

Payment status
Payer type (Member/Guest)
Search by name

Sort by:

Name
Amount
Status
Date

Quick Actions

From any payer row:

View Payment - See details
Verify/Reject - For pending payments
Record Payment - For unpaid members

Managing the Verification Queue

Best Practices

Check daily - Don't let pending payments pile up

Batch by fee - Process similar payments together

Verify in payment app first - Check Zelle/Venmo before approving

Document unusual cases - Use notes for edge cases

Partial Payments

When a payment doesn't cover the full amount:

Verify with the actual amount received

Member status becomes "Partial"

They can submit additional payments

Status updates to "Paid" when complete

Overdue Tracking

When a fee has a due date:

Identifying Overdue

Go to fee detail page

Look at overdue count in stats

Filter Payers table by "Not Submitted"

Overdue members are highlighted

Follow-up Strategy

Check overdue list regularly

Send reminders before due date

Personal outreach for long overdue

Consider waiving for hardship cases

Common Questions

What if I accidentally approved the wrong payment?

You may be able to edit the payment or add a correction note. For significant errors, contact support.

Can I verify payments for closed fees?

No, but pending payments from before closing can still be processed.

Member says they paid but I can't find it?

Check all your payment accounts

Ask for transaction ID

Have them resubmit clearer proof

Record manually if you confirm receipt

Can I bulk verify payments?

Currently, each payment must be verified individually.

What about refunds?

Handle refunds through your payment provider, then adjust records as needed.

Why doesn't my total match my bank?

Pending payments aren't counted
Timing differences in verification
Some payments may not be submitted yet

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