This article covers payment management following a request for membership, along with a non-exhaustive list of questions we've received during webinars and support requests on this topic.
For other questions related to the request for membership feature, visit this section of our Help Center: Managing Membership Requests
This article specifically covers the following scenarios and topics:
- The end-user pays the membership online
- The administrator records payment with an offline method
- Questions about payment methods
- Accounting impact
To initiate payment for a request for membership, you must first approve it. This article walks you through the approval process.
The end-user pays the membership online
Your member has chosen to pay their membership online by credit card (in one payment or in installments). With online payment, the person is not considered a member as soon as their request is approved — payment must be completed first.
Note: The Online Payment feature (not available during your trial period) must be enabled if you want to send a payment link to the member after approval.
Here's what happens after the request for membership is approved:
- The end-user receives an email to complete their membership by making a payment.
- Clicking the link in the email takes them to a page where they can complete payment.
Additionally,
- The end-user can leave a tip (if this option has been enabled as a contribution method by the nonprofit). See this article to learn more.
- The end-user can select an online payment method from those configured in the campaign settings (either by credit card or via installment payments).
Once payment is successfully completed (or a first installment when using the installment payment feature), the end-user is redirected to the confirmation page. At the same time, they are automatically identified and added as a member in the nonprofit's database (Community).
Until payment is completed, the request will have the status "Awaiting payment".
If a member starts the payment process but doesn't complete it, the transaction will have the status "Payment initiated". To learn more and find out how to resolve it, see our article: "Payment initiated": what does it mean?
The administrator records payment with an offline method
Your member has chosen to pay their membership offline. When you approve the request and select an offline payment method, you are redirected to the payment recording page.
At this step, you can:
- select the payment method used and record it; or
- record the payment later by clicking "Do it later" or checking "Deferred payment" and then clicking Save (e.g., the end-user has been approved but hasn't yet brought their check/cash to the nonprofit's office).
With offline payment, the person is considered a member as soon as an administrator approves their request — not when payment is marked as received (unlike online payment). You can therefore:
- wait until payment has been received before approving the request; or
- approve the request and track payment through the campaign's registrants (the member will have the status "No payment") or through accounts receivable & payable (in Accounting).
Questions about payment methods
Does the payment link have to go through Springly's payment provider? Or can we use our own?
The credit card payment link (in one payment or in installments) always directs to Springly's partner payment service.
Using a different payment provider is not possible for technical reasons (each provider works differently) and because the automations that link online payment to member approval and accounting entries only work with our partner provider.
If this doesn't work for your organization, you can always approve the membership without sending a payment link, and then record the payment method manually.
Can a member pay in installments?
Yes, members who submit a request for membership can absolutely pay in installments.
For online installment payments by credit card, simply check the option in Step 4 – Payment and confirmation of the setup. The number of payments and installment schedule can only be configured by the administrator (e.g., if you set up 3 installments with 1 month between payments, this setting will apply to all members you approve).
For offline payments, you can define the number of installments and the payment method(s) as needed. Learn more
Can you wait for payment before approving the membership?
Absolutely. If you send an online payment link, the person will only appear as a member once payment has been completed.
For offline payments, simply wait until you receive payment before approving the person's membership.
Why isn't it possible to offer payment by check or wire transfer?
It's entirely possible to accept those payment methods. However, the request for membership feature works by sending a payment link — which isn't needed when payment is made by check or any method other than online credit card with our provider. That's why only credit card payment (in one payment or installments) is offered in the form that's sent out.
We hear your questions and will work on clarifying the other offline payment options.
Is it possible to split payment between online and another method (vouchers, subsidies, etc.)?
Yes, this is possible to some extent through the request for membership feature!
Read this article to learn more: Recording discount vouchers (ANCV, Pass'Sport, etc.)
Accounting impact
Can we export accounting data?
Yes, in the same way as for standard memberships (immediate memberships) and other campaign forms.
Note that accounting entries are only generated after a member is approved. Nothing happens while the member is still pending.
For credit card payments through our provider, everything is automated and funds will be transferred to your e-wallet.
If a discount is applied during approval, which account is affected?
Applying a discount will automatically affect account 709000 – Rebate.
This is tied to the platform's automation and cannot be changed. In general, this is the account affected whenever a discount is entered in a form (membership, event, or online shop).
If account 709 doesn't work for you, you can always enter an adjusting entry using the journal book entry feature.
Learn more:
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