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Payment Tracking

Documentation in progress

This page is being expanded with detailed instructions. Check back soon for complete content!

Overview

Track the payment status of all members, see who has paid, who is overdue, and send reminders as needed.

How to Access

  1. Navigate to Members > Payments or Payment Status
  2. View the payment overview dashboard
  3. Drill down to individual member details

Payment Tracking

Payment Dashboard

Overview Metrics

See at a glance:

  • Total members
  • Paid this period
  • Outstanding payments
  • Overdue count

Payment Status List

View all members with:

  • Name
  • Amount due
  • Payment status (Paid, Pending, Overdue)
  • Last payment date
  • Next due date

Managing Payments

Recording Manual Payments

If a member pays outside ToastHost (cash, check):

  1. Find the member
  2. Click Record Payment
  3. Enter payment details
  4. Save

Sending Reminders

For members with outstanding payments:

  1. Select members to remind
  2. Click Send Reminder
  3. Customize the message (optional)
  4. Send

Adjusting Amounts

To adjust what a member owes:

  1. Find the member
  2. Edit their payment amount
  3. Add a note explaining the adjustment

Payment History

Viewing Transactions

See all payment history:

  • Payment date
  • Amount
  • Payment method
  • Transaction reference

Exporting Data

Export payment data for:

  • Club records
  • Treasurer reports
  • Tax purposes (if applicable)

Reporting

Payment Reports

Generate reports on:

  • Collection rates
  • Outstanding dues totals
  • Payment trends over time

Period Summaries

Review by period:

  • Semi-annual
  • Annual
  • Custom date ranges

Tips

  • Review payment status weekly
  • Send reminders before due dates, not just after
  • Keep accurate records of manual payments
  • Reconcile with bank statements regularly

Common Questions

What if someone disputes a payment?

Check transaction records in both ToastHost and Stripe. Contact support if needed.

How do I handle refunds?

Process refunds through the Stripe dashboard, then update status in ToastHost.

Can I track partial payments?

Yes, record partial payments and the remaining balance will show as outstanding.