Take a membership payment

Every membership bills by itself each period: Kila raises the invoice and, where M-Pesa prompts are set up, sends a prompt to the member’s phone. When a member pays at the desk instead, for the first month or a renewal, you record the payment against the invoice.

Steps

1. Open Gym › Memberships and renewals

   The page is called Recurring billing. It lists every membership with its next bill, how it is paid and what is Owed. To see only the late ones, choose Past due or Suspended above the list.

2. Search for the member and tap their membership

   Type their name in Search member or plan. The membership opens with its invoices and its history.

3. Find the invoice marked Open and tap Record payment

   Each invoice shows its period, its number, when it is due and the amount.

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4. Choose how they paid

   Standing order or bank, Card, M-Pesa code or Cash. The Amount is what is still open on the invoice. For M-Pesa, a card or the bank, type the code or reference from the payment.

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5. Tap Record payment

   Kila says Payment recorded, such as “KES 5,500.00 recorded on S-000366 (PAY-000538).”

6. Check the invoice says Paid

   The history adds the invoice as paid, such as S-000366 paid. A payment you take at the desk in cash goes on your open shift at the branch, so your cash-up counts it.

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Not available yet

The invoices carry an eTIMS note today, eTIMS test mode - not a valid fiscal receipt: eTIMS runs in test mode. Reminders are kept in the message log (SMS test mode) until an SMS gateway is connected. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no prompt and the history says “M-Pesa prompt not sent”: record each payment here. See Take M-Pesa.

What if

The membership was suspended for a bill not paid

Record the payment the same way. Once nothing is overdue, Kila opens the membership again by itself, and the member can check in.

You want to send the member an M-Pesa prompt

Tap Prompt on the open invoice. With M-Pesa prompts set up, the prompt for what is open goes to the phone on the membership and the member confirms it with their M-Pesa PIN. Without them, Kila says:

Kila shows:

M-Pesa prompt

M-Pesa prompts are not set up for this business. Ask the customer to pay to the till or paybill, then enter the M-Pesa code.

Have the member pay to your till or paybill, then record the payment with M-Pesa code.

Record payment stays grey

For M-Pesa code, Card or Standing order or bank, type the code or reference first. Only cash needs none.

Needs a manager

Letting a suspended member in again without a payment is a manager’s decision. Lift the suspension needs someone who manages services, such as the gym manager. At the front desk Kila says: “Your role does not allow this. Ask an administrator for access.”

Related

• Sign up a new member: joining a plan raises the first invoice.
• Check a member in: what the desk sees when a payment is overdue.
• Freeze a membership: when a member travels instead of paying.
• Your member portal: what members see and pay in their portal.

Next: check the member in: Check a member in.