Skip to main content

Payments & Billing

The Finance module handles all money flowing through your organization — membership dues, event tickets, donations, pledges, and invoices. All payment processing runs through Stripe.

Dues and Subscriptions​

Dues are recurring payments tied to membership tiers. When a member joins a tier with dues:

  1. The system creates a subscription in Stripe
  2. The member is billed on the configured frequency (monthly, quarterly, annual)
  3. Successful payments update the member's status to Active
  4. Failed payments trigger the dunning workflow (automated retry and email reminders)

Navigate to Finance → Dues to view all active subscriptions, upcoming renewals, and payment failures.

Invoicing​

Create one-time or recurring invoices for any purpose:

  1. Navigate to Finance → Invoices and click New Invoice
  2. Select the member (or enter details for a non-member)
  3. Add line items with descriptions, quantities, and amounts
  4. Set tax rates if applicable
  5. Send the invoice via email

Members receive a payment link and can pay online through Stripe. Invoice status tracks through Draft → Sent → Paid (or Overdue).

Donations and Campaigns​

For nonprofit and association engines:

Donation Campaigns:

  1. Navigate to Finance → Donation Campaigns and click New Campaign
  2. Set the campaign name, goal amount, and date range
  3. Share the donation link with members and the public
  4. Track progress against the goal in real time

Individual Donations:

  • Members can donate through the portal, website, or campaign page
  • Each donation records the amount, date, campaign (if any), and payment method
  • Tax receipts are generated automatically for nonprofit engines

Pledges​

For larger commitments that are paid over time:

  1. Create a pledge with total amount and payment schedule
  2. The system generates invoices on the scheduled dates
  3. Track pledge fulfillment percentage on the member profile

Assessments (HOA Engine)​

For HOA organizations, assessments replace dues as the primary billing mechanism:

  • Regular assessments billed monthly, quarterly, or annually
  • Special assessments for one-time levies (roof repair, pool renovation)
  • Assessment history tracked per property/unit
  • Late fee automation for overdue assessments

Refunds​

Process refunds from any payment, donation, or event ticket:

  1. Open the payment record
  2. Click Refund — full or partial
  3. The refund processes through Stripe and updates the member's payment history

Multi-Currency Support​

AMS supports multiple currencies for international organizations. Set the primary currency in organization settings. Stripe handles currency conversion for members paying in their local currency.

Financial Dashboard​

The Finance dashboard shows:

  • Revenue summary — Total collected this month/quarter/year
  • Outstanding invoices — Unpaid invoices by age
  • Dues health — Active vs. lapsed subscriptions, renewal rate
  • Donation progress — Campaign totals and goal tracking
  • Payment failures — Members with failed payments requiring attention
ℹ️Financial data syncs with The One Books if your organization uses it for accounting. Invoice and payment records flow automatically — no double entry required.

Dunning Workflow​

When a recurring payment fails, AMS runs an automated dunning sequence:

  1. Immediate — Stripe retries the charge
  2. Day 3 — Email reminder to the member with a payment update link
  3. Day 7 — Second reminder
  4. Day 14 — Final notice — membership marked as Past Due
  5. Day 30 — Membership status changes to Lapsed if still unpaid

The dunning timer runs on a scheduled background function. Customize timing and messaging in Settings → Billing.

Next Steps​