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Change Recurring Billing Frequency

Updated

 

The Goal: Change a member's recurring billing frequency (for example, from annual to monthly), either before or after a renewal invoice has been generated.

Before You Begin:

  • Determine whether the renewal invoice has already been generated for this member — this determines which workflow below applies.
  • If using GrowthZone Pay, members may be able to make this change themselves. See Enable Auto-switch from annual to monthly.

Step-by-Step Instructions

Option A: Change billing frequency prior to renewal

Use this option when the member has not yet received a renewal invoice.

  1. Navigate to the member's record. On the Profile tab, click the icon for the membership you wish to adjust in the Memberships section.
  2. Click Adjust Membership.
  3. Select the desired Frequency. Verify that the Next Bill Date reflects the desired start of the new frequency.
  4. Click Done.

Option B: Change billing frequency after a renewal invoice has been created

If a member has already received their renewal invoice and wishes to change to a different frequency, you must first write off the original invoice, then adjust the membership.

  1. Write off the original renewal invoice.
  2. Navigate to the member's record. On the Profile tab, click the icon for the desired membership in the Memberships section.
  3. Select the desired frequency from the Frequency list.
  4. Change the Next Bill Date to the desired date to begin charging at this frequency. This indicates the date that billing at this frequency should begin and will be reflected on the Billing tab.
    For example: If this new frequency is to replace an annual frequency beginning at the current renewal, change the Next Bill Date to the renewal date.
  5. Click Done.
Did you know? If you are using GrowthZone Pay as your payment processor, you can enable the option for members to make this change themselves. See Enable Auto-switch from annual to monthly.
What happens after the change: A note indicating that the membership was adjusted will automatically be logged on the Communication tab. Additionally, when an adjustment is made, the old billing schedule will be ended and a new billing schedule started — this is visible on the contact's Billing tab.

Common Pitfalls

  • Skipping the invoice write-off (Option B): If a renewal invoice already exists and you adjust frequency without writing it off first, you may end up with conflicting billing schedules.
  • Incorrect Next Bill Date: After adjusting frequency, always verify the Next Bill Date is set correctly to avoid billing the member at an unintended time.

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