📝 Overview
In this guide we run through the steps to change the billing date for all your customers on a membership, and how to adjust their payments as needed so the transition is fair on both sides.
💡 If you would like to change the bill date for just one customer, see the guide here instead.
🎥 Video Walkthrough
You can watch the video walkthrough here.
🛠️ Change the Billing Date
To change your customers' billing date, follow the steps below:
First, head to Memberships ➜ click the desired membership ➜ Members tab. Here you will find a list of all membership holders.
You will need to go into each customer's profile to change their billing date and adjust their payments as needed (we explain how to do this in the steps below).💡 To make the process quicker, instead of clicking on a customer, we suggest right-clicking on the member's name to open their membership in a new tab. This saves you having to go back and forth in your browser window.
Take note of the current bill date (this will be used to calculate the prorate).
Click Edit and change the bill date to the desired date. For more details, see the guide here.
Now, you may choose to adjust the payments. Let's see how this works with two examples below.
Click the arrow to view the payment adjustment examples
Click the arrow to view the payment adjustment examples
💰 The Customer Owes You Money
Today is 15th April and you have changed the customer's billing date from the 23rd to the 1st of the month.
Head to the Upcoming Payments tab on the page you land on and click the 23rd May payment. Change the May bill date to the current bill date, i.e. if they billed 23rd March you would change the bill date to 23rd April.
Calculate how many days the customer owes you in April by the following calculation:
Total membership cost per month / days in the month (30 for April) x days to charge in April = (£60.00 / 30) x 7 = £14
Click the 23rd April bill date to update the amount to £14. Head to the upcoming payment tab again to verify changes.
💸 The Customer Has Overpaid
Today is 28th April and we have changed the customer's bill date from the 23rd to the 1st of the month.
The customer would have already paid £60 on the 23rd of April. After the change in the billing date, they would pay £60 again on 1st May, so they would be overpaying.
To prevent this, we need to:
1️⃣ Work out how much they should have paid for 23rd April-30th April.
To calculate this, we use the formula below:
(Total membership cost per month / 30 days in the month of April) x days to charge in April = (£60.00 / 30) x 7 = £14
2️⃣ Adjust the 1st May bill.
This is what the customer would owe after changing their billing day:
23rd-30th April = £14
1st May-31st May = £60
Because the customer has already paid £60 on 23rd April, we need to calculate how much they owe on 1st May so that they do not overpay.
To work this out, we calculate:
Total owed 23rd April-31st May = £14 + £60 = £74
Total the customer owes on 1st May, considering they already paid £60 on 23rd April: £74 - £60 = £14
Click the 1st May bill date to update the amount to £14. Head to the upcoming payment tab to verify changes.
⚠️ You will need to repeat the steps above for each customer on the Membership's Members tab, as seen in step 1 in this guide.
❓ 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
Can I change the billing date for just one customer?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. To adjust the bill date on an individual customer's monthly membership, see the guide here.
Are payments prorated automatically when I change the bill date?
Click the arrow to see the answer
Click the arrow to see the answer
No. Changing the bill date does not automatically adjust the amounts. You adjust the upcoming payments yourself, using the calculations shown in this guide, so the customer is charged fairly for the partial period.
What if the customer has already paid for the current period?
Click the arrow to see the answer
Click the arrow to see the answer
Follow the overpayment example in this guide: work out what the customer should have paid for the partial period, add the next full period, then subtract what they have already paid, and update the next bill to the difference.
Can I let customers purchase a membership now but only be billed from a later date?
Click the arrow to see the answer
Click the arrow to see the answer
Yes.
This is different from changing the billing date covered in this guide, and instead relates to pre-selling a membership. If you want a membership to go on sale now but not start (or bill) until a specific future date, contact our support team.
We can set the membership's start date on our end so customers can purchase it right away while their access and billing begin on the date you choose.