When a family pays for their membership at your front desk, record the payment on the membership's invoice so NextKick shows it as paid. This guide covers cash, check, Zelle, Venmo, bank transfers and cards run on your own terminal. It also covers down payments taken at the desk and autopay families who want to pay one month in cash.
Before you start
Every membership payment has its own invoice on the student's Invoices tab. With Auto Invoice, NextKick creates each invoice 7 days before its due date. See What Is Auto Invoice? How It Differs from Autopay.
Zelle, Venmo, bank transfers and other payments made outside NextKick are recorded as Cash or Check.
Add Payment on the Invoices tab is for other charges, such as gear or a private lesson, not memberships. See How to Make a One-Time Payment in NextKick.
Which option to use
The family... | What to do |
Paid a membership invoice in cash, by check, Zelle, Venmo or bank transfer | Steps 1–3: Pay Now → Cash/Check |
Paid by card on your school's own card terminal | Steps 1–3: Pay Now → In-House Credit Card |
Is signing up, paying the first payment at the desk and then going on autopay | Take the first payment at the desk |
Always pays in cash, by check or with Zelle | Switch the membership to Auto Invoice |
Is on autopay but wants to pay one month in cash | Let an autopay family pay one month in cash |
Step 1: Open the membership invoice
Open the student's profile and click the Invoices tab.
Click the unpaid membership invoice the family is paying. Its Revenue type is Membership.
On the invoice page, click Pay Now.
Tip: You can also find every invoice in Payments → Invoices.
Step 2: Choose how the family paid
In Select payment method, choose one option and click Continue:
Cash/Check: cash, checks, and Zelle, Venmo or bank transfers.
In-House Credit Card: a card you already charged on your school's own card terminal. NextKick only records it and doesn't charge the card.
Credit/Debit Card or Bank Account(ACH): charges the family's card or bank account through NextKick now. Don't use these for a payment the family already made.
Step 3: Record the payment
The Add amount window opens.
Check Add Amount to Pay. The amount due is filled in.
To use the student's store credit, enter an amount under Store Credit or click Use max.
Under Cash/Check, choose Cash or Check. For a check, enter the Check Number and, if you like, the Name on Check.
Add a Memo, such as "Paid by Zelle," so you know how the money came in.
Check the summary and click Pay Now.
A cash or check payment shows Paid right away. No card or bank account is charged. For In-House Credit Card, the window has a Memo field instead of the Cash and Check choices.
Take the first payment at the desk
When you add a membership with the Auto Payment plan, Payment Type lists only saved cards and bank accounts. Cash/Check and In-House Credit Card appear only with Full Payment or Auto Invoice. To take the first payment in person and then start autopay:
On the student's Membership tab, click Add Membership, choose the plan and click Continue.
Under Payment Plan, choose Auto Payment.
Enter the Down Payment Amount.
Choose Create Invoice instead of Charge Now, then enter the Initial Payment Due Date. NextKick creates an invoice for the first payment that you can record later.
Under Payment Type, choose the family's card or bank account for the monthly payments. Finish the form and click Confirm & Create.
Open the new invoice on the Invoices tab, click Pay Now, choose Cash/Check or In-House Credit Card, and record it (Steps 2 and 3).
Paying for the whole membership at the desk? Choose Full Payment, then Cash/Check or In-House Credit Card under Payment Type. See How to Enroll a New Student.
Switch the membership to Auto Invoice
If a family pays every month in cash, by check or with Zelle, switch their membership to Auto Invoice. NextKick creates each invoice on schedule, nothing is charged automatically, and you record each payment when it comes in.
On the student's Membership tab, open the membership and click Actions → Change payment method.
Choose Cash/Check/In-house Credit Card (Auto Invoice).
Click Save changes.
The window also notes that the convenience fee resets to 0%. If you switch back to a card later, your school's default convenience fee applies, not the rate the membership had before.
Let an autopay family pay one month in cash
On the membership, click Actions → Change payment method, choose Cash/Check/In-house Credit Card (Auto Invoice) and click Save changes.
Open that month's membership invoice on the Invoices tab, click Pay Now, choose Cash/Check and record the payment.
Switch back: click Actions → Change payment method, choose the family's card and click Save changes.
The following payments are charged to the card as usual. With Auto Invoice, each invoice is created 7 days before its due date.
Paying with store credit
Store credit can pay an Auto Invoice invoice when you record the payment: enter it under Store Credit in the Add amount window. Store credit is never used automatically for card or bank autopay, and it isn't a membership payment method. See How to Use Store Credit.
FAQ
Can a family pay one month in cash?
Yes. Switch their membership to Cash/Check/In-house Credit Card (Auto Invoice), record that month's payment on its invoice with Pay Now → Cash/Check, then switch the membership back to their card. See "Let an autopay family pay one month in cash" above.
How do I record a Zelle, Venmo or bank transfer payment?
Open the membership invoice, click Pay Now and choose Cash/Check. Then choose Cash or Check and add a Memo, such as "Paid by Venmo."
Why can't I choose Membership when I click Add Payment?
Add Payment is for charges outside a membership. Record membership payments on the membership's invoice with Pay Now (Step 1).
Why don't I see Cash/Check when I add an autopay membership?
With Auto Payment, Payment Type lists only saved cards and bank accounts. Choose Create Invoice for the down payment and record it afterward, or use Full Payment or Auto Invoice.
The family paid on our own card terminal. Will NextKick charge their card again?
No. In-House Credit Card only records the payment. NextKick doesn't charge anything.
Is store credit used automatically for autopay?
No. Store credit is never applied to card or bank autopay. Staff can use it when they record a payment with Pay Now.