Connect payments & reconcile dues

Dues that arrive off-platform (PayPal, Venmo, Zeffy, or cash handed to the treasurer) land in the /payments ledger as transactions, where you match each one to the member who paid. This recipe covers getting those transactions in and reconciling them by hand.

If you want dues that reconcile themselves, set up recurring Stripe billing instead. See Set up recurring Stripe dues. This page is for everything that is not an automatic Stripe subscription.

Roles you need

Task	Where	Required role
Connect a platform, add pay-here links	/settings	admin
Log cash, import CSV, sync, link a payment	/payments, /import	admin, board, treasurer

Add a pay-here link (optional)

Give members a button to pay you directly. In /settings open the Dues tab, find Other ways to pay dues, and add a link per platform:

1. Paste an https:// payment URL for PayPal, Zeffy, or Venmo.
2. Add optional instructions, e.g. "put your member name in the note."
3. Leave the toggle on shown and click Save.

Members see active links on their /me page. These links do not record anything, money paid through them still has to be reconciled in /payments later.

Connect PayPal to sync transactions

To pull PayPal transactions automatically, connect the API credentials once. In /settings, open the Integrations tab, click Connect on PayPal, and enter your Client ID, Client Secret, and mode (sandbox or live). Zeffy and Venmo have their own credential fields on the same tab.

Once PayPal shows LIVE on the /payments summary card, a Sync Now button appears. Click it to import incoming transactions as unlinked payments. The sync deduplicates on the PayPal transaction id, so re-syncing will not create duplicates.

Import transactions from a CSV

For any platform, upload a spreadsheet export at /import:

1. Choose payments as the import type.
2. Drop your CSV file. Columns auto-map by header name.
3. Confirm the mapping. Required fields: Amount, Sender / From Name, Date. Optional: Platform (venmo/paypal/cash) and Note / Memo.
4. Click Preview Import, then Import.

Rows with a bad amount, date, or platform are skipped and counted in the results, they are not silently dropped. Imported rows land unlinked.

Log a cash payment

For cash handed over in person, click Log Cash on /payments. Enter the amount, a note (e.g. "John Smith, March dues"), an optional date, and optionally pick the member from Link to Member to link it immediately.

Reconcile: match payments to members

New transactions arrive unlinked; the header shows an N unlinked count. To clear them:

1. Use the Platform and Status filters to narrow to Unlinked.
2. For each row, read the From / Note column. Synced PayPal rows carry the payer's email there, which you can compare against the member emails shown in the picker.
3. Click + Link member, then choose the member. The picker lists each member's display name and email.

Linking sets the payment to linked and advances that member's dues. Reconciliation is advance-only: linking a payment moves the member's last-paid date forward and marks them current only if it is their most recent payment. A backdated payment older than what is already on file will not push a member's status backward.

Notes

• Linking is one payment to one member; there is no bulk or automatic email match. Work down the unlinked list by hand.
• Only current and late members appear in the picker.
• The ledger shows the 100 most recent transactions across paypal, zeffy, venmo, and cash.