Overview

In some situations, a payment may need to be charged manually rather than through the normal automated billing process.

Manual payments are usually required when a payment has previously failed, when a membership is being started outside the normal billing cycle, or when a specific payment needs to be processed for a member.

Franchisees should ensure that manual payments are handled carefully and recorded correctly within the payment system.

When Manual Payments May Be Required

Manual payments may be necessary in situations such as:

  • Recovering a previously failed payment

  • Charging a payment after updating card details

  • Processing a payment for a new membership outside the standard billing cycle

  • Collecting payment for an additional session or service

Manual payments should always relate to a clearly agreed charge with the parent.

Confirming the Payment Amount

Before charging a manual payment, the correct payment amount should be confirmed.

Franchisees should ensure that:

  • The amount matches the agreed membership fee or charge

  • The payment relates to the correct member account

  • The parent is aware that the payment will be processed

Confirming these details helps avoid billing errors.

Processing the Payment

Once the payment has been confirmed, the manual charge can be processed within the payment system.

This typically involves:

  • Accessing the member’s account

  • Selecting the stored payment method

  • Processing the payment for the correct amount

After the payment has been processed, the system should confirm whether the charge has been successful.

Confirming the Payment

Once the manual charge has been completed, it is important to confirm that the payment has been processed correctly.

Franchisees should check that:

  • The payment appears within the member’s transaction history

  • The payment has been successfully processed

  • Any outstanding balance has been resolved

Keeping accurate payment records helps maintain organised financial tracking.

Communicating with the Parent

If the payment relates to a previously discussed charge, it can be helpful to confirm that the payment has been processed successfully.

Communication should remain clear and professional, confirming that the account is now up to date.

Summary

Charging a payment manually should only be done when necessary and with clear confirmation of the amount being charged.

Franchisees should ensure that:

  • The payment amount is correct

  • The parent is aware of the charge

  • The payment is processed through the correct system

  • The transaction is recorded accurately

Handling manual payments carefully helps maintain clear and accurate financial records.