Billing accounts
The billing account contains the identity used to issue your invoices (contact details, numbering) and the payment methods offered to your users. Create multiple accounts if your club invoices from several entities.
Summary
Create a billing account
- Go to Administration›Settings›Billing›Billing Accounts.
- Click New.
- In the Billing tab, enter the account name, then the billing details: company name, address, country, phone number, and VAT number. This information appears on invoices and during payment.
- Enter the billing e-mail address: it receives notifications linked to the account (new orders, payments received, technical alerts). You can choose the notifications you want and add up to 4 recipient addresses.
- Click Save.
Payment methods are configured per billing account, not subscription by subscription: everything sold from an account automatically uses its payment collection methods. To invoice a subscription from a specific account, configure the association in the subscription settings, in the Administration›Users›Access Rights›Subscriptions menu.
Choose the default account
Only one account per club is marked as the main account: it is used for new orders (cart, cash register, registrations) and for subscriptions when no account is explicitly selected.
- Open the account you want.
- Enable the Default Account option, then click Save: the option is automatically removed from the previous main account.
Customize invoice numbering
Each account numbers its invoices continuously, in the YYYY-NNNNNN format. An optional suffix lets you distinguish documents issued by several accounts.
- In the Billing tab, find the Invoice numbering suffix option.
- Enter up to 8 letters or digits: the next number is displayed immediately as a preview.
Accept online payments
- Open the account’s Payments tab.
- Enable Online Payments, then select your payment gateway: Stripe, HelloAsso, SumUp, Verifone, or PayPal.
- Connect your account: depending on the gateway, a login button guides you in a few clicks, or you need to enter credentials provided by the gateway.
- Click Save, then use Test the connection to check that the gateway responds correctly.
If you have any doubts about a payment, the Event Log option displays the payment responses received from the gateway and the reason for any failures.
If a gateway’s test mode is enabled, no real payment is processed. Remember to disable it before going live.
Payment gateways
Collect payments with Stripe
Stripe is a card payment solution suitable for most clubs and available in most countries. Your users pay directly by card, without needing to create an account, on a secure payment page.
Collect payments with HelloAsso
HelloAsso is a payment solution dedicated to French nonprofit organizations. Your users pay by bank card. The funds are then transferred to your organization’s bank account, with no commission charged by HelloAsso.
Take payments with SumUp
SumUp is an online payment solution with no subscription and no commitment. It is widely used by clubs and local businesses. Your users pay by bank card, Apple Pay, or Google Pay on a secure payment page. The funds are paid into your bank account.
Collect payments with Verifone (Paybox)
Verifone e-commerce, formerly Paybox, is a payment platform connected directly to your organization’s bank account. It is compatible with all banks in France and is also suitable for public organizations, such as town halls and intermunicipal authorities.
Collect payments with PayPal
PayPal is a payment solution that is easy to set up. Users with a PayPal account pay with their login details. Others can pay directly by bank card without creating an account. Payments arrive in your PayPal account, which you can then transfer to your bank account.
Take payments on a payment terminal (POS terminal)
Send a payment directly to a payment terminal from the details of an order.
- In the Payments tab, enable Payment Terminal (POS).
- Connect your SumUp account. If SumUp is already your online payment gateway, its connection is reused.
- Save the account, then click Add a terminal to associate your device.
Offer payment on site, by bank transfer, or by cheque
Three deferred payment methods can be enabled in the Payments tab:
- On-site Payments: the user immediately benefits from the services ordered and pays the club later.
- Bank Transfer Payments: your bank details (IBAN, BIC) are displayed to the user, with the invoice number as the reference.
- Payments by check: the cheque must be made payable to the billing account and sent to its address.
With bank transfer and cheque payments, the user only benefits from the ordered products after you manually validate the payment in order tracking.
Allow payment in installments
- In the Payments tab, enable Allow partial payments.
- Set the interval between two installments (days, weeks, or months): the first installment is always paid immediately.
- The maximum number of installments is then defined product by product.
Ordered services are delivered from the first payment. On the administrator side, manual entry of partial payments always remains possible, without restrictions.
Prepare accounting exports
The Chart of Accounts tab defines the accounts and journals used by accounting exports. The values are pre-filled: adapt them to your own chart of accounts, with your accountant if needed.
- Sales, VAT, and customer accounts, cash accounts (bank, cash register, cheques), and journal codes.
- Optionally, break down sales by product category and VAT by rate.
Exports (FEC and other formats) can be downloaded from order tracking.
Duplicate or delete an account
Open the account: the duplicate and delete buttons are located at the top of the panel.
An account cannot be deleted if it is associated with a subscription, if it is the default account, if it is the club’s last account, or if documents (quotes, orders, invoices, payments) are attached to it: an issued invoice must remain attached to its issuer.
