Finance FAQ & Use Cases

Frequently Asked Questions

1. An invoice for renewal billing was wrong. How do I fix it?
   Void the invoice. Create a one-off invoice. Link the invoice to the membership so the system recognizes it as a renewal.
2. Why can't I recalculate prices whenever I want to?
   Recalculation is only configured at the time of renewal. Prices will not change or be visible until term renewal billing is generated — similar to how a subscription service only reprices at the next renewal date.
3. An Autopay card was declined. Now what?
   Contact the customer. Add a new card via the back office if one is supplied, or guide them through adding a credit card or ACH via the Info Hub.
4. How do I fix an invoice?
   Click into the invoice number, then Void. Create a new invoice. If this were for renewal billing, see question #1. Add internal notes per your procedures. For closed periods, see the closed period steps below.
5. Can I reopen Closed Accounting Periods and perform a refund?
   Yes. Reopen the period → create the refund → close the period. Provide adjusted reporting in your accounting software. Keep a separate spreadsheet of old refunds for accounting purposes.
6. A customer bounced a check. Now what?
   Void the payment (this reverses A/R and reopens the invoice). Add a note about the bounced check. Follow internal procedures to contact the customer and make an adjustment in your accounting software.
7. How would we unapply a credit applied by mistake?
   Submit a ticket to Support. If using QBO integration, remove the credit manually in QuickBooks as well.
8. Can some fee items be set to cash and others to accrual?
   Yes — it depends on your accounting practices. Note: Cash basis fee items cannot appear on Aging reports. Use the Payment Processing Report with the Transactional Data filter set to 'Paid' for cash items.
9. Is there a bulk write-off tool?
   Yes. See Mass Writeoff Invoices.
10. My renewal billing is not showing the price increase. Why?
    Recalculated Billing is computed while billing runs (shown by the blue circle arrow). To review pricing before generating invoices, use the 'Review Renewal Billing' option in the drop-down. See also Manage Membership Recalculated Pricing.
11. Our Board changed member fees for next year. Now what?
    Establish either recalculated billing or effective date pricing. See Manage Membership Recalculated Pricing.

12. When I reconcile at month's end, I don't balance. What should I do?
    Check that all deposits are recorded in GrowthZone and that no fee items are using the wrong income or deposit accounts. 

    The Accounting Summary page under the Finance, Billing section provides summary totals and transaction details by account, while the Export Accounting Transactions file provides journal entry summaries. GrowthZone holds transaction details; your accounting software is the system of record.

13. We approved a membership application, but the credit card was declined. Now what?
    To assign the membership: choose Delete and Keep Contact Info from the submitted application actions → assign the membership manually → email the invoice. If you don't want to assign the membership, contact the applicant before taking further steps.