Country club billing software
Country club billing software, from the first charge to the paid statement
Dues, assessments, golf, dining and the pro shop on one member statement. Food and beverage minimums tracked as members spend, autopay by card or ACH, member aging the office can actually work, and disputes with the whole history attached.
Member statement software
What belongs on a member statement?
Everything the member charged, in the order they think about it, with nothing they have to call the office to decode. Every charge on the statement comes from the same system that rang it — the tee sheet, the register, the dining room or the event — so there is no nightly import to go wrong.
Grouped the way members read
Dues and assessments, golf, food and beverage, retail and events each in their own group, so a member finds the grill room without reading every line.
Dues and assessments
Recurring dues monthly, quarterly or annually by member class or by member, plus initiation fees, capital and special assessments, each with its own accounting treatment.
Every charge, with its ticket
Members tap a charge in the app and see the check behind it: the outlet, the server, the items and the fees. Most questions answer themselves.
Who signed for it
Every line shows which family member made the charge, so the household's statement settles the dinner-table debate before it starts.
PDF and email
Each statement is a PDF members can print or share from the app, and the account holder gets an email the moment it's issued.
One run to close the period
Statements for the whole membership are issued in a single run. If an account has a problem, the rest are still billed and the exceptions are listed by member number.
F&B minimum tracking
Food and beverage minimums, tracked as members spend
A minimum only works if members can see it. Every qualifying charge counts the moment it's rung — at the grill, the bar, the halfway house or the beverage cart — and members watch their progress in the app instead of discovering a shortfall on the quarter-end statement.
The rules are the club's: monthly, quarterly or annual periods, set by member class with overrides for individual members. Tips, service charges and tax don't count; comps and refunds are netted out; pro-shop items on the same check are left out; a split check credits each member their share. Whether banquets count is the club's call. Any shortfall is billed as its own line at the start of the next period.
For how clubs set and communicate minimums, read our guide to food and beverage minimums.
- Live progress for every member, in the app and on the statement
- Periods and amounts by member class, with overrides
- Shortfall billed automatically at period close
- Prepaid minimums sold as a credit to spend down
Getting paid
Autopay, pay now and pay links
Most members never think about paying the club again. The ones who like to pay by hand can do it from the app, and outside clients pay through a page with your club's name on it.
Autopay by card or ACH
Members keep a card or a bank account on file, and the statement is collected automatically on the due date your payment terms set.
Pay now in the app
Members who'd rather pay by hand pay the statement from the app in a few taps — no portal login, no check in the mail.
Pay links for everyone else
Outside clients get a pay link to a page in your club's brand. They see the invoice and its schedule, and pay without an account.
Money settles to the club
Card payments settle to the club's own merchant account. The club is the merchant of record on every payment.
Receivables and disputes
AR aging the office can work, and disputes with a history
Member receivables age into current, 30, 60 and 90-plus days, with payments and credits applied to the oldest charges first — so a member who pays in full never shows as overdue. The office sees who is on autopay, who has a dispute open and who needs a call.
When a member questions a charge, they dispute that line from the app with a reason and a note. Autopay holds only the disputed amount and collects the rest as usual. The office credits it or upholds it with a note, the member is told either way, and the original charge is never edited — a credit is a new entry, with every step on the record.
- Aging by member, household and bucket
- Disputes by line, full or partial, with a reason
- Only the disputed amount is held from autopay
- Every dispute's history kept, open or closed
Households and chits
One account for the family, one tap to sign the chit
A household shares one account, and each person has their own member number and their own charging privileges. The teenager can charge lunch at the turn, or not — the account holder decides. Every line on the statement says who made it.
At the register the screen turns to the member: the itemised chit, their photo and member number, and a button to add a tip and charge it to their account. Members who'd rather can approve it on their own phone in the club app. Nothing is re-keyed from paper at the end of the night.
- One account per household, with a member number for each person
- Charging privileges switched on or off per person
- Named credit books per person, spendable at any register
- Family members can see the account when the holder allows it
Non-member invoicing
Outside clients, deposits and payment schedules
Weddings, corporate outings and association days are real receivables. They get real invoices, a deposit schedule and an aging report of their own — not a spreadsheet beside the member ledger.
Invoices from anywhere
Raise an outside invoice from a check, from a banquet, or line by line — for a corporate outing, a wedding or a golf association that rents the course.
Deposits and payment schedules
Deposit and milestone payments on a schedule, each tracked as scheduled, paid or waived. Deposits are held until the event and recognised on the day.
Non-member aging
Outside receivables aged from the due date, current through 90 days and over, apart from member accounts so each is worked on its own terms.
Draft to paid
Every invoice moves from draft to issued to paid, with partial payments and voids recorded — and overdue flagged without anyone checking dates.
One system
Billing that already knows the rest of the club
Check-in puts the cart and guest fees on the account. The register charges the member directly. The banquet bills its host. And every charge, payment and credit posts to the general ledger by department as it happens.
FAQ
Member billing questions
What is country club billing software?
Country club billing software turns everything a member charges across the club — dues, golf, dining, retail and events — into a monthly statement, collects payment, and tracks what is owed. At a private club it also has to handle food and beverage minimums, assessments, households with several people charging to one account, and disputes.
How are food and beverage minimums tracked?
Every qualifying food and beverage charge counts toward the member's minimum the moment it is rung, at any outlet. Tips, service charges and tax don't count; comps and refunds are netted out; a split check credits each member their share. Members see their progress in the app, and any shortfall is billed as its own line at the start of the next period.
Can members pay by ACH as well as card?
Yes. Members can keep a card or a bank account on file for autopay, which collects on the statement due date. They can also pay any statement from the app, and outside clients pay through a branded pay link.
What happens when a member disputes a charge?
The member disputes the line from the app with a reason and a note. Autopay holds only the disputed amount, and the office works the dispute from a queue. A credit is a new entry — the original charge is never edited — and every step stays on the record.
Does it handle households?
Yes. A household shares one account, each person has their own member number and charging privileges, and every line on the statement shows who made the charge.
How do members sign for charges?
At the register the screen turns to the member with the itemised chit, their photo and member number. They add a tip if they want and charge it to their account — or approve it on their own phone in the club app.
Does billing post to the general ledger?
Yes. Every charge, dues run, minimum shortfall, payment and credit posts to the general ledger by department as it happens, so the receivables control account agrees with the member aging.
Related
- Club accountingA general ledger built on the club chart of accounts.
- Food and Beverage Minimums at Private ClubsHow country club food and beverage minimums work: periods, what counts, shortfall or prepaid credit, carry-forward, accounting for shortfalls and disputes.
- Country Club Member Statements, ExplainedWhat belongs on a country club member statement, how the billing cycle produces it, and how minimums, disputes, aging and autopay keep statement calls down.
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