¶ Billing Options
Billing Options are how members pay for things. Think of them as pre-made invoices that members can choose from, such as a membership term or a rental. Options that are attached to a Billing Plan create recurring subscription payments. Billing Plans are created in Braintree, so it is strongly suggested that you only create Billing Options that are attached to a plan.
¶ Billing Central
Open Billing Central from the portal menu by choosing Billing. Only admins and board members see it. The top of the page shows counts: number of members, new members in the prior 30 days, members on a subscription, members with payment methods expiring this month, past due invoices, and refunds pending. Below are four tabs:
- Billing Options: the options members choose from (this page).
- Subscriptions: see and cancel subscriptions. See Subscriptions.
- Transactions: review and refund payments. See Transactions.
- Outstanding Invoices / Dues: everything currently owed. See below.
¶ The Billing Options tab
The table lists each option with its name, description, billing frequency (in months), amount, whether it is disabled, and whether it carries a promotion. Tick a row to enable Edit Billing Option and Delete Billing Option. Create Billing Option is always available.
Members see membership options when they sign up or change their subscription in their account settings. Rental options are chosen per rental type. See Rental Management.
¶ Create a billing option
¶ Step 1: make the plan in Braintree (only if it does not exist yet)
- Log in to Braintree using the “Login with PayPal” option.
- Select “Subscriptions” from the top navigation and “Plans” underneath once Subscriptions loads.
- Click the New Plan button to open the create form.
- Fill out the Plan ID as a series of hyphenated words. Important: include “membership” in the ID of a membership plan (for example monthly-membership-subscription), or “rental” in the ID of a rental plan (for example quarterly-locker-rental-subscription).
- Fill out the rest of the details, including payment and billing cycle, then click create. The next time you open the Billing Option form, the plan is in the list.
- To create a discount for the plan, select AddOns/Discounts from the sub-navigation next to Subscriptions, click “New Discount” at the bottom left, and fill out the amount. Important: include “membership” in the discount ID (for example monthly-membership-discount).
¶ Step 2: create the option in the portal
- Open Billing Central and the Billing Options tab, then click Create Billing Option.
- Choose the Type: Membership or Rental.
- Choose the Billing Plan (optional) from the list of Braintree plans of that type. If it offers a discount, choose it under Subscription 10% Discount (optional).
- Fill out the Name, Description, Amount ($) and Length (months). Check every field before you save.
- Disable Invoice Option keeps the option from being offered to members. It is a good way to create several options and then enable them together.
- Use Expiration Date only if the option should stop being offered on a date.
- Click Save. The option is available to members straight away, unless you disabled it.
¶ Edit or delete a billing option
Tick the row and click Edit Billing Option to change it, or Delete Billing Option and confirm. The delete box shows the name, description and amount so you can check you have the right one. Editing or deleting an option does not change subscriptions that are already active.
¶ Outstanding Invoices / Dues
This tab lists everything members currently owe, with the member, the type, the due date, the amount and the status. Use Filters to narrow the list.
- View shows an invoice's details. Mark as Paid settles it without a payment through the portal. You are asked to confirm.
- Delete Invoice removes the invoice you ticked. The box shows the member, description, amount and due date to confirm.
- To create an invoice, open the member's profile and use Create New Invoice on the Dues tab. Choose Membership or Rental, the Billing Option, and tick Apply Discount if it applies, then click Save.
Last reviewed: October 2026