Bill members

Officers with the Bill members permission can charge members on the web, from Charges, a charge type, a group or Balances. Every charge is made from a charge type, so set up what you charge first. You can also charge members in the mobile app.

Ways to billCopy Anchor Link

Charge members in bulkCopy Anchor Link

1. In Charges, select Charge Members. The same button is on Balances and on each charge type's page.

2. In Select Members, pick who to charge. You can combine these:

   • Default Groups: All Active Members, All Active New Members, All Active Alumni, Members with Balance (No Payment Plan), Members on Payment Plans or All Inactive Members.
   • Custom Groups: any group you've made.
   • Individual Members: search by name.

   Groups stay as one chip each; they aren't split into their members. To leave people out, add them under Don't bill (exclude): a group, a default group or a member. They're left out even when a group you picked has them.

3. Check the count under Don't bill (exclude), for example "28 members selected, 2 skipped" (skipped: in collections). Select View list to see every member and why they are or aren't billed. Then select Continue.

4. Under Charges, pick one or more charge types. If you started from a charge type's page, it's already picked.

5. If anyone you picked already has a charge of that type, Skip [N] members already billed for this charge shows under Note (optional), checked, so they aren't billed it again (archived charges don't count). Uncheck it to bill them again.

6. Check the amount and Due Date for each charge type. They're filled in from the charge type's default amount and due date, or 30 days from today if it has no default due date. The due date can't be in the past.

7. Check Scheduled for. It starts at Now, which bills members right away. Pick a later date and time to send the bill then instead: any hour from 8 AM to 9 PM in your chapter's time (9 AM unless you change it). See Schedule a bill for a later date.

8. Add a Note (optional). It's saved on each charge.

9. Slide Slide to charge to finish (Slide to schedule when Scheduled for is a later date).

Each member gets one charge per charge type you picked. If you pick several charge types, you see a Total per member, and each member gets one combined bill instead of one per charge.

If you picked one group, the big amount is that group's: it starts at the group's rate, or the charge type's default rate if it has none. If you picked several groups, each gets its own line, group name on the left and amount on the right, plus Everyone else when you also picked members by name. If you picked only members by name, the big amount is the default amount. Changing a group's amount works like this:

• Change a group that has a saved rate, and Update saved rate appears under it, checked: sending the bill also changes that group's rate, so later bills start from it. Uncheck it to bill the new amount on this bill only.
• Change a group that has no rate, and the amount is saved as that group's rate when you send the bill ("Saved as the rate for Seniors when you send this"), so the next bill starts from it. If the charge type had no default rate, the amount you entered becomes it too. Officers who can't edit charge types bill it for this bill only.

You also see who pays what, for example "Seniors $850.00 × 10 · everyone else $250.00 × 98", and anyone in more than one listed group, who is billed by the first. The total then reads Total for [N] members.

Archived members can't be picked. Members in collections are skipped, and you see a message saying how many "were skipped because they're in collections."

Schedule a bill for a later dateCopy Anchor Link

Set up next term's bill before break: in Charge Members, pick a later date and time under Scheduled for: any hour from 8 AM to 9 PM in your chapter's time (9 AM unless you change it). The due date can't be before the bill date.

• Nothing is charged or sent until that date. Members don't see the bill, and it's not on their balance, until it goes out.
• It goes out at the time you picked, in your chapter's time, on the bill date. Members then get the same "You have been billed" email, text and app notification as when you bill right away.
• Members archived or sent to collections by then are skipped.
• Groups are billed as they are on the bill date. With Bill whoever is in [group] on [date] checked (it starts checked), whoever is in the groups you picked when the bill goes out is billed, default groups like All Active Members included, so you can fix who's in a group until then. Don't bill (exclude) and the already-billed skip are applied on the bill date too. Uncheck it to bill only the members who are in them now. Members you pick by name are always billed as picked. A group's + Charge bills the people in it when you schedule.
• Rates are applied on the bill date. Members are billed their rates as they are when the bill goes out, so a rate you change after scheduling is the one it bills; an default amount equal to the default rate follows that rate too. Amounts you set on the bill itself stay as you set them. Scheduled bills on the charge type's page and the day-before email show the total and who pays what.
• You can change or cancel it until it goes out. Open the charge type's page: Scheduled bills is at the top of the Charges tab. Each bill is listed with the number of members, any groups, who Don't bill leaves out, whether it skips members already billed, the bill date and time, the due date and the amount. Select Edit to see who it bills (with View list) and to change the default amount, each group's amount (as when you scheduled it), Scheduled for (date and time), Due Date or note, or Cancel bill to drop it. For a bill to groups, Edit also has Bill whoever is in [group] on the bill date: uncheck it to lock the bill to the members it would bill now, or check it again to bill the groups as they are on the bill date. Nothing has been charged, and members aren't notified. To change who gets it, cancel it and schedule it again.
• Your admins get an email the day before: "Tomorrow at [time]: [N] members will be billed [total]", with a link to review or cancel it. A bill with groups also names them. Each admin can turn it off under Scheduled Bills in their notification settings.
• If your chapter can't collect payments on the bill date (for example, it's turned off), the bill is skipped and doesn't go out later. Schedule it again once billing is back on.

You can schedule a bill from Charge Members and from a group's + Charge on the web. Charge on a member's page and the mobile app always bill right away.

Charge a groupCopy Anchor Link

In the side menu, open Members → Groups, open the group and select + Charge. Everyone in the group at that moment is selected. Then pick the charge types, amounts and due dates as in Charge members in bulk. See Organize members into groups.

Charge one memberCopy Anchor Link

You need the Add Manual Transactions permission to see these buttons on a member's page.

1. Open the member's page and select the Charges tab.
2. Select Charge.
3. Pick the charge type. The amount and due date fill in from its defaults. Change them if you need to.
4. Add a Note (optional), then slide Slide to add charge.

Charge is turned off for members in collections ("Cannot charge a member in collections").

To add more to a charge the member already has, open that charge and select Charge. The amount you enter is added to that charge instead of creating a new one.

Bill members with the MyGreek AssistantCopy Anchor Link

Chapter admins can also ask the MyGreek Assistant to bill members, for example "Charge everyone in Seniors $25 for Formal Ticket, due Dec 1." It shows one card with every member and their amount, and nothing is billed until you confirm it. If some members already have a charge of that type, it asks whether to skip them first. Members in collections are left out. Each member gets the same bill email, text and push as when you bill from Charges.

When members owe different amounts, paste the list, for example "Bill these for Parents Cocktail at $30 a ticket: Alex Smith 3, Jordan Lee 1." The card shows each member's amount ("3 × $30.00 = $90.00"), all on one card. A name that isn't on your roster shows on the card as not included.

If you ask to bill a charge type your chapter doesn't have yet, the assistant offers to create it first. Once you confirm the new charge type, it shows the bill.

Bill new members automatically with a join linkCopy Anchor Link

A join link can bill people as they join. When you create or edit a join link, pick charge types under Auto-assign charges. Each person who joins with the link gets a charge for each one, at the charge type's default amount and due date. If the link doesn't auto-approve, the charges are added when you approve the request. See Share a join link.

What happens nextCopy Anchor Link

As soon as you charge a member, MyGreek sends the messages below. For a scheduled bill, they go out on its Scheduled for date instead, at its scheduled time (your chapter's time).

• An email to the member: "You have been billed [total]". It lists each charge with its amount and due date, shows their total balance, and links to pay. A new charge comes with an invoice PDF attached. If you billed several charge types at once, one email covers all of them.
• An email to each parent contact: "Your student [name] has been billed [total]", with the same details.
• A text to the member, if they have a phone number, with the charges, their balance and their pay link at pay.mygreek.us.
• A mobile app notification, if the member uses the app.

If the charge type has an early pay discount, the email and text say "Pay in full by [date] to save [amount]."

Archived members aren't sent anything. If the member has account credit, it's used on the new charge right away, and they also get a "You have been credited" email. See Account credit.

The charge shows on the member's My Balance page, in the mobile app, and at pay.mygreek.us, where parents pay. If your chapter has reminders and late fees turned on, they follow the charge's due date. See Remind members to pay and Set up late fees.

Add a contact line to invoices and billing emailsCopy Anchor Link

The invoice contact line is a sentence such as "Questions about your bill? Please contact Alex Smith at (555) 555-1234 or alex@example.com." It's added to invoices, statements and the "You have been billed" email. Chapter admins set it on the web.

1. Open the account menu and select My Chapter.
2. Select the Invoices tab.
3. Turn on Show a contact line on invoices and billing emails.
4. Edit the sentence. Use the Insert chips (First name, Last name, Phone, Email) to add your primary admin's details, and check the Preview.
5. Select Save.

The details come from your chapter's primary admin. If they have no phone or email on file, or your chapter has no active primary admin, the line is left off, and the Invoices tab tells you why. See Add or remove an admin.

Undo a charge sent by mistakeCopy Anchor Link

Archive the charge to remove it completely:

• One charge: open the charge from the member's Charges tab or the charge type's list, and select Archive.
• Several charges: on the charge type's page, check the charges and select Archive.

Archiving takes what's still owed on the charge off the member's balance and hides the charge from all views. You can't restore an archived charge in the app, and the member isn't notified.

Other fixes:

• The amount was too high: keep the charge and lower it with Adjust. See Make an adjustment.
• The due date was wrong: on the charge type's page, check the charges and select Due Date.

You can't archive an unpaid charge for a member in collections. See Send a member to collections.

Common questionsCopy Anchor Link

A member says they never got the bill. What do I check?Copy Anchor Link

1. Open the member's page and check their email and phone (Actions → Edit Contact Info). Bills go to what's on file.
2. Check that the charge is on their Charges tab. Members in collections are skipped when you bill, and archived members aren't sent anything.
3. Ask them to check their spam folder for "You have been billed".
4. Send it yourself: open the charge, select the Download invoice icon next to its name, and email the PDF to them. Members can always see their charges on My Balance, and parents at pay.mygreek.us.

If many members didn't get their bills, email support@mygreek.us with the charge type and the date you billed.

Can I bill a member with a due date that already passed?Copy Anchor Link

Not from the billing dialogs: the due date can't be earlier than today. You can set an earlier date afterward with Due Date on the charge type's page. If the charge type has late fees, a past due date can add a late fee at the next 12 AM. See Set up late fees.

Do parents get the bill?Copy Anchor Link

Yes. Each parent contact on the member's Secondary Contacts tab gets the email. Texts and app notifications go only to the member. See Add parent contacts.

RelatedCopy Anchor Link

• How billing works
• Set up what you charge
• Fix a member's balance
• Remind members to pay
• Organize members into groups
• Pay for a member (parents)