Recording Payments

Keep track of payments from guests for fees, donations, and other dues.

Recording a Payment

From the Guest List

Go to Guests in the Finance section of the sidebar

Find the guest you want to record a payment for

Click the three dots menu (⋮) on the guest row

Select Record Payment

Enter the payment details and save

From the Guest Detail Page

Click on a guest's name to open their detail page

Click the Record Payment button at the top

Fill in the payment details and save

From the Payments Page

Go to Payments in the Finance section

Click Record Payment

Switch to Guest mode using the toggle

Search for and select the guest

Enter payment details and save

Payment Details

When recording a payment, you'll enter:

Field	Description
Fee	Which fee this payment is for
Amount	The payment amount
Date	When the payment was made
Payment Method	How they paid (cash, check, transfer, etc.)
Notes	Any additional details or reference numbers
Proof	Optional payment proof (receipt image)

Payment Statuses

Status	Description
Pending	Awaiting admin verification
Verified	Approved by an admin, counts toward totals
Rejected	Declined with a reason

Note: When admins record payments directly, they are automatically verified. Payments submitted by members or guests through self-service start as pending.

Verification Workflow

For payments that require verification:

Member or guest submits payment with proof

Payment appears in Payments list with Pending status

Admin reviews the payment proof

Admin clicks Verify or Reject

If rejected, a reason can be provided

Viewing Payment History

Each guest's payment history is visible on their detail page:

Click on a guest in the guest list

View the Payment Statistics cards showing:

• Verified - Total amount and count of approved payments
• Pending - Amount awaiting verification
• Rejected - Count of declined payments

3. Scroll down to see the full payment list

Recording Payments for Fees

Guests can make payments toward any fee that allows guest payments:

When recording a payment, select the appropriate fee

The payment is linked to both the guest and the fee

View guest payments on the fee's detail page under "Guest Payments"

Best Practices

• Record promptly - Add payments soon after receiving them
• Include references - Note check numbers, transfer IDs, etc.
• Upload proof - Attach receipts or screenshots when available
• Verify quickly - Don't let pending payments pile up
• Add notes for context - Explain unusual payments

Related Topics

• Adding Guests - Create guest records
• Managing Guests - View guest details
• Admin: Processing Payments - Verify and manage payments