The Subscriptions workspace is the daily place for membership fees. At the top is a KPI strip (Open contributions, Overdue, Collected, Season budget, Recovery rate) and a season selector. Below it you pick a lens.
Where to find it
Sidebar → Finance → Finance → Subscriptions. Permission Manage billing; Stripe must be connected.
The three lenses
- Attention — what needs action, in buckets: Mandate / card issue, Overdue subscription, Overdue one-time, Setup not completed, Starts within 14 days, Review discount and Resolved today. Per bucket: Remind all or Reassign.
- Members — the list with filters, column picker and bulk actions. Switch between Amounts and Member payment overview (a red/green month grid per member). Badges show "Covered by co-parent", "Partially covered" and "Possible duplicate"; you can sort by family.
- Money — figures and trends over the season.
Top right: Export (CSV, Excel, PDF) and quick actions (⌘K / Ctrl+K).
A member's panel
Click a member. The panel has the tabs Subscriptions (with the payment status per month), One-time, History, Reminders and Actions. Clicking an open month lets you record that installment directly. Parents have a "Family & co-parents" block.
Step by step: record, credit or refund a payment
- Open the member → Actions tab → Administration.
- Record manual payment — for money received outside Stripe (cash, bank transfer, iDEAL link). Choose subscription, installment, amount, payment method and date. If someone overpays, choose: Cover upcoming installments, Keep as balance or Record as donation. On an automatic Stripe subscription this only works if manual booking is allowed for that subscription.
- Credit month or year — waive an installment or the whole academic year. A negative entry is made; the amount leaves the outstanding total.
- Process refund — choose the payment and amount. A Stripe payment goes back to the member through Stripe (SEPA takes a few business days). A payment outside Stripe only gets a counter-entry; you return the money yourself. With Record administratively only no money goes back through Stripe.
- Collect again — after a chargeback. A chargeback is final; a new collection is created for the same installment. Talk to the member first: an account without funds often fails again, and that costs fees again.
Step by step: pause, cancel or delete
- Member → Actions → Lifecycle management.
- Choose the subscription and an action: Cancel, Pause, Resume, New setup link (if the member did not finish the Stripe setup) or Permanently delete (only for a cancelled subscription).
Reminding
Use Send reminder on a member, or Remind all in the Attention lens. You remind per obligation; by default only overdue ones are ticked. If the maximum is reached or the member has paid meanwhile, nothing is sent and the result says so.
I can't see it / it doesn't work
- "Manual payment" is greyed out. The subscription is collected automatically through Stripe; those payments come in via Stripe.
- Resume or Permanently delete is greyed out. Resume only works on a paused subscription, delete only on a cancelled one.
- "Cash received" and "Account numbers" are missing from the panel. They exist only for members (member role) with an administrative subscription; see Member bank matching and cash.
Frequently asked questions
Where do I see which months a member has paid? In the member's panel (Payment status per month) or in the Members lens via Member payment overview.
Can I delete a payment? No; you correct it with a credit or a refund, so the history stays correct.