About Membership Billing

Note: For billing service options, including an option to turn the service on and off, go to .

What do the payment icons mean in Membership Manager?

Indicator	Meaning
	Manually Inserted Payment: This payment was manually inserted via Membership Manager.
	Freeze Fee: This payment is a freeze fee, automatically generated by Meevo as a result of a membership freeze.

What are the recurring payment schedule statuses and how do they affect memberships?

In the Membership Recurring Payments Schedule section of the Payments tab, you can view the payment schedule for the selected membership. Statuses in the table are as follows:

Paid: Successful payment. Billing Engine will not attempt to bill client again for this payment date.
Not Billed: Default status for payment that has not yet been billed. Billing Engine will bill client on payment date.
Pending: For ACH payments; indicates payment submitted to bank and in process.
Deleted: Payment was manually deleted from table. Billing Engine will not attempt to bill client for this payment date.
Suspended: Payment attempt failed. Billing Engine will attempt to bill client again on the next payment date.

Note: All suspended payments must be resolved (changed to Paid, Not Billed, or Waived) for a client to use member benefits.

Waived: Payment was manually waived. Billing Engine will not attempt to bill client for this payment date.
Refunded: Client was refunded this payment. Billing Engine will not attempt to bill client for this payment date.

Where can credit cards on file be added in Meevo?

Important: Do not use the Apple Pay payment method to capture cards on file. Cards on file captured via Apple Pay cannot be checked out in the register, as Apple does not store any actual card data.

Payment methods stored in the client profile are separate from payment methods stored in Membership Manager. Removing a payment method from one area does not remove it from the other. However, membership cards on file can be selected in the register if the client is paying via Card on File.

Adding a card to a client profile allows the client to use that card for general purchases at the register. Those cards can be found in the Credit Card tab of the client's profile.
Memberships with recurring fees require a client membership card on file. This can be done through the register at time of sale, or via the CC/ACH tab of Membership Manager (which is where membership cards on file are stored).
Payment Plans also require a credit card on file which must be associated with the Payment Plan at the time of sale.

Can Meevo automatically add a card on file?

There are several ways that a client card on file can get added to Meevo:

If the Paying Client in the Appointment Editor does not have a credit card on file, Meevo can display a prompt for the user to add one. For this prompt to appear, the Business Preferences setting Prompt for card on file when booking appointments must be enabled, and the Meevo user booking the appointment must have Grant access to the Data > Client > Credit Cards security key.
When a client is using Self-Pay, they can choose to securely store their credit card for future use.
If Credit Card Required is enabled in Online Booking Settings, the card will be saved to the client profile (as long as the Merchant Account being used supports this ability).

Does Meevo store client credit card information?

No, Meevo never actually "sees" or stores a client's entire card number. Client card data is handled by your credit card processor; Meevo only stores a token for the card along with supplementary info like the expiration date and last four digits of the card. As a result, your business can have client cards on file without the liability of storing and protecting personally identifiable information. Worldpay customers should refer to Refreshing a Worldpay Card On File Token for important information on tokens.

Note: For ACH payment methods, Meevo stores the full Bank Routing # and Bank Account #.

What does the Funding Source field mean?

MeevoPay captures a card's Funding Source to help you get a complete picture of what the card is and whether it is eligible for surcharges (if surcharges are enabled). Funding sources can be Credit, Debit, Prepaid, Unknown (if no funding source was captured by MeevoPay), or Not Captured (for cards on file that were added using a non-MeevoPay Merchant Account).

How are cards on file deleted from Meevo?

There are three ways a card on file can be deleted from Meevo:

Client profile cards on file and membership cards on file can both be manually deleted from Meevo. When a deletion occurs, Meevo notifies the Merchant Account provider and the stored token is deleted from Meevo and the merchant's records.
Meevo will automatically delete a token under the following conditions:
1. Card on File (client's profile): If a card on file remains expired for 4 months (120 days) from its date of expiration, Meevo will automatically delete those cards and their tokens via a service that runs each evening.
2. Membership Card on File (Membership Manager): For membership cards on file, Meevo first identifies all memberships that have been terminated or expired for 4 months (120 days) or more, and then Meevo removes the membership credit card's token from each of those memberships.
A Business Information > Preferences option enables additional purging of cards based on the card activity at the business.

Who can edit membership payments?

Only the membership's Home Location can edit EFT membership payments. If a membership is transferred, the new location cannot edit the old location's EFTs, and vice-versa.

Does the billing engine use a register drawer?

Yes, but this is not something you have to set up or manage. All billing engine transactions are logged in a Meevo system drawer, which is there for reporting purposes.

When are memberships billed?

Memberships are billed according to the options set in the membership definition and activation date that is set in the register. On the day a payment is due, the billing engine sends out the request at 4 am, local time.

What happens if a payment attempt fails?

Network or communication issues:

If a payment attempt fails due to a network or communication issue:

The payment status will immediately change to Error.
The next day, the billing engine will automatically retry the primary payment method. If that attempt fails, the billing engine will make a third attempt on the third day.
If all three payment attempts fail, then the membership status is updated to Suspended. The billing engine will attempt to process all outstanding payments on the next scheduled EFT date.

Reminder: If there are multiple payments due on the same date, the billing engine will combine them into one transaction to reduce processing fees.

Declined / Expired / Over Limit credit cards:

If a primary payment method is declined:

The secondary payment method, if any, is attempted immediately.
If the secondary payment method is declined – or, if there is no secondary payment method on file at all – the payment and the client's membership status are updated to Suspended. The billing engine will attempt to process all outstanding payments on the next scheduled EFT date.

Reminder: If there are multiple payments due on the same date, the billing engine will combine them into one transaction to reduce processing fees.