Customers who are allowed credit, and every shared account, can be sent a monthly statement: opening balance, every transaction, closing balance and the amount due, with a button to pay online. To make sure a tab gets paid, you can also require a card on file that pays each statement automatically.
Turn on statements
In Settings → House accounts, an owner sets up Statements and autopay:
- Send monthly statements. Turn it on.
- Statement day. The day of the month statements go out, from 1 to 28. Day 1 means calendar months; day 15 means the 15th to the 14th.
- Payment terms. How many days after the period ends the amount is due.
Statements go out by email from 6am on the statement day, in your timezone, to:
- every shared account, addressed to its primary account holder;
- every customer allowed credit who had activity that month or still has a balance.
Each statement is sent once. You'll find them on the shared account's Statements tab and in the house-account card on a customer's page, where admins can Resend or Void them.
Paying a statement
The email's Pay button opens the statement in the customer's account portal. Pay now takes them to a secure card payment for the amount still owed. The money goes onto the account, and the statement is marked paid once it's covered.
Payment reminders
Two optional reminders, each with its own switch in Statements and autopay:
- Remind before the due date re-sends the statement with a reminder a number of days before it's due (3 by default).
- Remind when overdue emails once if it still isn't paid a number of days after the due date (3 by default), including when autopay couldn't charge the card.
Each reminder goes at most once per statement, from 6am your time, and only while something is still owed. Statements that autopay is about to charge don't get the "before" reminder.
Card on file
Customers save a card from their account portal (Card on file), or at the counter: when a scanned golfer has no card, the PocketPass button on the till shows No card on file · Add one. That shows a QR code the golfer scans with their own phone to enter the card on a secure payment page (or Email the link to send it to them, valid for 24 hours). The till shows the card as soon as it's saved. Either way it's saved securely by your payment provider (Stripe or Peach Payments) with your connected account; staff and PocketPass never see the card number.
To make a card the surety for credit, turn on Require a card on file for credit. Then:
- an owner can only Allow credit for a customer (or a shared account's primary holder) who has saved a card;
- allowing credit also turns on autopay for that account, and the customer can't turn it off while they have credit;
- they can replace their card, but can't remove it while they owe you.
Autopay
With autopay on, the amount due on each statement is charged to the card on file on the due date. The statement email says so. If a charge is declined, PocketPass tries again 3 days and then 7 days later, up to the number of Autopay attempts you set. After the last attempt, the customer is emailed to pay online, and if Freeze the account when autopay fails is on, the account can't be charged until an owner clicks Unfreeze.
If the customer's bank asks them to confirm a payment, they're emailed a link to pay online instead.
Customers without a requirement can still turn autopay on themselves under Card on file in their portal.
Monthly history for everyone
Every golfer can open Monthly history and statements from the Transactions tab of their account portal. It lists each month with the opening and closing balance, and each month opens to show its transactions. Export PDF downloads a month as a statement with your logo, and Export all (PDF) downloads the last 12 months as one file. Members of a shared account see their own spending there.