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Offline Payments

Record payments you’ve received in person or by mail: cash, check, bank transfer, money order, or anything else that didn’t go through your online payment page. Once you’ve confirmed the money arrived, you verify the record and the member’s membership stays current.

Record a cash or check payment

  1. Go to Payments in the sidebar.
  2. Click Record Payment in the top right.
  3. Fill in the form:
Field What to enter
Member Select the member who paid.
Amount The amount you received.
Currency Defaults to USD. Change if needed.
Payment method Cash, Check, Bank Transfer, Money Order, or Other.
Reference number Optional. Check number, transfer ID, or anything that helps you match this to your records.
Payment type Membership Dues, Event Registration, Donation, or Other.
Membership If this is for dues, pick the membership it covers.
Event registration If this is for an event, select the registration.
Description Any notes you want to keep with the record.
Date received When you actually got the payment.
Status Leave as Pending Verification unless you’re recording a payment you’ve already confirmed.
Send receipt email Check this to email the member a receipt when the payment is verified.
  1. Click Record Payment.

The payment record appears in your list with a Pending status. You’ll verify it in the next step once you’ve confirmed the funds.

Tip: For checks, enter the check number in the Reference number field. It makes it easy to match records when you’re reconciling your bank statement.

Verify a payment

Verifying a payment confirms you’ve received the funds. Only admins and community owners can verify payments.

  1. Go to Payments in the sidebar.
  2. Find the payment you want to verify. Filter by Status > Pending to narrow the list.
  3. Click the checkmark icon on the row, or click the payment to open it and then click Verify Payment.
  4. Confirm when prompted.

The payment status changes to Verified. If you checked Send receipt email when recording the payment, the member gets a receipt now.

Note: You can’t edit a payment after it’s been verified. Double-check the amount and details before verifying.

Edit a payment before it’s verified

If you made an error on a pending payment:

  1. Go to Payments and find the record.
  2. Click the pencil icon on the row.
  3. Update the fields.
  4. Click Update Payment.

Once a payment is verified, the edit option goes away. If you need to correct a verified payment, add a note to a new record explaining the situation.

View offline payment history

Go to Payments in the sidebar. The list shows every offline payment recorded for your community, with columns for member name, amount, method, type, status, and date received.

Use the filters at the top to narrow things down:

  • Search by member name or reference number.
  • Status to see only Pending, Verified, or Rejected payments.
  • Method to see only Cash, Check, Bank Transfer, Money Order, or Other.

Click any row to see the full details, including any attached receipt file, notes, and the date the payment was recorded.

Payment statuses

Status What it means
Pending Recorded but not yet confirmed. Waiting for the check to clear or transfer to arrive.
Verified You’ve confirmed the funds came in.
Rejected The payment didn’t go through, for example a bounced check or a transfer that didn’t arrive.
  • Payments - Online payments through Stripe, refunds, and your payment dashboard.
  • Memberships - How memberships are activated, renewed, and expired.