Record a payment

The Record a Payment screen has two tabs, and picking the right one matters:

• Renew Membership — a membership fee. Also moves the member's expiry date. That is its own guide: Renew a membership.

• Other Payment — everything else. Money only; no dates change. That is what this guide covers.

Steps

1. 1

   Go to Payments in the sidebar and tap Record Payment.

2. 2

   Switch to the Other Payment tab.

3. 3

   Tap the Member box and pick the person. Type to search by name.

4. 4

   Enter the Amount (₹).

5. 5

   Choose the Payment Method — Cash, UPI, Card, Bank Transfer or Other — and the Payment Date.

6. 6

   Pick what it is For — Membership, Personal training, Locker or Other. Your dashboard splits the month's revenue by this.

7. 7

   Fill in Description with the detail: 4 PT sessions, Protein shake, Pending Balance.

8. 8

   Add Notes and a Payment Receipt picture if you want. Both optional.

9. 9

   Tap Record Payment. You get a green Payment Recorded confirmation, then Record Another or View All Payments.

Good to know

• Selling a PT package or a locker? Do it from the member's page with + Sell add-on instead — that records this payment for you and starts the add-on, so it counts down and expires. See Sell a PT package or a locker.

• An Other Payment changes nothing about the member. Not their expiry date, not their payment badge, not their plan. It is money in your books and nothing more. If you meant to renew someone, use the other tab.

• Every payment is saved as Completed. There is no "pending" option while recording. If you are noting money that hasn't arrived yet, record it and then change the status to Pending from the Payments list — pending amounts are shown separately in the totals and are never counted as collected.

• Description is what shows in the list. It appears in the Notes column on Payments and it is what search matches on. Leave it blank and that row will be a mystery in three months.

• Notes is separate from Description and does not show in the list, only on the payment's own page. Use it for detail you don't need at a glance.

• You can record a payment for an expired member. The list marks them (Expired) so you know, but nothing stops you — which is right, because people do settle old balances.

• The method matters more than it looks. Your Payments screen breaks the month's takings down by Cash / UPI / Card / Bank Transfer, and that is how you reconcile the till. Guessing here makes that breakdown useless.

• Payments cannot be moved between members afterwards. The member is fixed when you save. If you pick the wrong person, delete the payment and record it again.

• Recording payments does not need the member to have a plan. Amount, member and date are the only things required.

<!-- SCREENSHOT: The Other Payment tab with an amount and description filled in -->

When it doesn't work

• "Please select a member." You typed in the member box but did not choose from the list that dropped down. Tap the name.

• "Please enter an amount." The amount box is empty.

• "No members found" in the member box. Your search matches nobody. It only matches names, not phone numbers — try fewer letters.

• "Failed to record payment. Please try again." Nothing was saved. Everything you typed is still on the form.

• You saved it and it isn't on the Payments list. The list opens filtered to This Month. A payment you dated to an earlier month is there, just not shown — change the period filter to All Time.

• You used Other Payment for a renewal by mistake. The money is recorded correctly but the member's expiry never moved. Either open the member and use Extend Plan to push the date (and leave the payment as it is), or delete the payment and record it properly as a renewal.

• The amount went in wrong. You can fix it — see Fix a payment entered wrong.