📝 Overview
A pending offline payment is a payment that is awaiting confirmation that it has been paid to your business.
When a customer pays you using one of your offline payment methods (such as cash or bank transfer), the payment sits as "pending" until you confirm it has been received. This guide shows you where to find your pending offline payments and walks through the actions available for each one.
You'll find any pending offline payments under To-dos ➜ Offline Payments.
There are two sets of actions for pending offline payments in the Actions menu next to each payment, invoice actions and membership actions. Let's take a look at each one.
🧾 Invoice Actions
Invoice actions let you confirm, void, or edit a pending offline payment. You'll find them in the Actions menu next to each payment.
✔️ Confirm
Confirming a payment records that you have received it. You can also amend the confirmation date, which is useful if you received the payment via one of your offline methods on a different date and want your internal records to match what's recorded here. You can confirm payments individually from the Actions menu next to each payment, or confirm in bulk, as shown below.
✖️ Void
Voiding removes a payment that is no longer required. You can void a single payment or void in bulk, as shown below.
➖ Edit
If you need to change the amount of a payment, select Actions ➜ Edit.
🪪 Membership Actions
For overdue offline payments tied to a membership, you have several additional actions available: convert to bill, cancel membership, change the membership's payment method, and block registrations.
Click the arrow to learn more about the available actions
Click the arrow to learn more about the available actions
🔹Convert to bill
You can change a customer's pending offline membership payment into an online bill that they can pay via one of your online payment processors (such as Stripe or GoCardless). This option is only available for recurring memberships.
💡 For full steps on this, see the guide on processing a pending offline membership payment as an online bill here.
🔹Cancel membership
This option cancels the customer's membership entirely, stopping all future payments and registrations. You'll be able to choose the expiry date, and you'll also get the option to void any other outstanding payments linked to the customer's membership, as shown below.
🔹Change the membership's payment method
If the customer has another payment method saved on their account (such as a credit card or direct debit), or you have their new details, you can change the payment method on their membership to collect the payment. This option is only available for recurring memberships.
Once the payment method has been changed, you can void the customer's offline payment (as shown earlier in this guide) and add a payment to collect the outstanding amount.
🔹Block registrations
You can block the customer's membership until they've paid, which prevents them from booking until the payment is resolved.
To remove the block, click the customer's membership in To-dos ➜ Offline Payments, or go to the customer's profile via Customers ➜ Customer List ➜ search for the customer ➜ Memberships tab ➜ click the membership name.
Once in the membership, click More information and then Remove block to allow the customer to book classes again.
💡 For more on configuring when an offline payment becomes overdue and on blocking or unblocking a membership, see the guide here.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Where do I find my pending offline payments?
Click the arrow to see the answer
Click the arrow to see the answer
Go to To-dos ➜ Offline Payments. Each payment has an Actions menu next to it with the available invoice and membership actions.
What's the difference between confirming and voiding a payment?
Click the arrow to see the answer
Click the arrow to see the answer
Confirming records that the payment has been received, and lets you set the confirmation date. Voiding removes a payment that is no longer required. Both actions can be done individually or in bulk.
Which membership actions are only available for recurring memberships?
Click the arrow to see the answer
Click the arrow to see the answer
Converting a pending offline payment to an online bill and changing the membership's payment method are both available only for recurring memberships.
How do I remove a registration block once the payment is resolved?
Click the arrow to see the answer
Click the arrow to see the answer
Open the customer's membership from To-dos ➜ Offline Payments, or via Customers ➜ Customer List ➜ search for the customer ➜ Memberships tab ➜ click the membership. Then click More information ➜ Remove block.