Where payments live
Each member on your team has a payment history that shows every payment you’ve recorded for them, the due it was applied to, the date, and the method (Stripe, Venmo, Zelle, PayPal, cash, check, or other).
Open a member from your team dashboard to see their payment history under their dues. Every recorded payment is shown as a row with the due name, date, method tag, and amount.
Bundle payments: pay multiple dues at once
When a parent hands you one payment that covers several fees — say they Venmo you a lump sum for the season fee, a tournament fee, and a uniform fee all together — you don’t have to record three separate payments. A bundle payment lets you record one amount and split it across multiple dues in a single step.
Whenever a member has two or more unpaid dues, the Mark Paidflow automatically switches to the multi-due view so you can allocate across them. If they only have one unpaid due, you’ll see the simpler single-due form instead.
How to record a bundle payment:
On your team dashboard, click Mark Paid next to the member who has multiple unpaid dues.
Enter the Total received — the full amount the parent gave you — then click Auto-allocate. GetDues spreads it across the checked dues oldest-first, filling each due up to its remaining balance.
Adjust as needed. Uncheck any due you don’t want to touch, or type a specific amount into any due’s box to override the split. The running Allocated of Total received summary shows a ✓ when the two match (and flags anything over or unallocated).
Pick the Payment Method and choose whether to send a receipt (on by default), then click Record Payment.
You can skip Auto-allocate:
Auto-allocate is just a shortcut. You can leave the “Total received” box empty and type an amount directly into each due you want to pay — the bundle records exactly what you allocate.
How bundle payments appear in receipts and records:
- One combined receipt: The parent gets a single receipt summarizing the whole bundle — one line per due plus the total — instead of a separate email or SMS for each due.
- One payment per due in history: In the member’s payment history, each due still shows its own payment row for the amount applied to it, so every due’s balance and status update independently.
- Overpayment becomes credit: If the total you allocate is more than what those dues owe, the extra becomes player credit — just like any other overpayment.
- Reverse them individually: Each due’s payment can be reversed on its own from the payment history — see Reverse (undo) a payment below.
Reverse (undo) a payment
Recorded a payment on the wrong member, for the wrong due, or for the wrong amount? You can reverse a manually recorded payment in just a few clicks. Reversing a payment doesn’t delete the record forever — it’s tracked in your audit log so you always have a paper trail of who reversed what and when.
How to reverse a payment:
Open the member from your team dashboard.
Find the payment row in their payment history.
Click the undo arrow icon at the end of the row (the curved arrow next to the amount). A confirmation modal opens.
(Optional) Add a short reason(e.g. “recorded for the wrong player”). This is saved with the audit log entry.
Choose whether to notify the parent/memberby email and/or SMS (on by default). Leave this unchecked if you’d rather handle the conversation yourself.
Click Reverse Payment. The payment is removed from the member’s history and their balance for that due is restored.
Tip:
The reason field is optional but recommended — especially on teams with co-managers. A quick note like “applied to wrong due” or “check bounced” saves your future self (and your co-managers) from digging through history later.
What happens after a reversal
A reversal updates the member’s record immediately:
- Balance restored: The amount of the reversed payment is added back to the member’s outstanding balance for that due.
- Status updated: If the reversal brings them back below the “paid in full” threshold, their status flips from Paid back to Partial or Unpaid.
- Team totals refreshed: Your collection summary, collection rate, and reports update to reflect the change.
- Audit log entry: Every reversal is logged — including who did it, the amount, the original payment date, and your optional reason.
Reversed payments are removed from the payment history list immediately. You won’t see them sitting there as “canceled” — but the audit log preserves the full record internally.
Notifying the parent or member
The reversal modal has a Send reversal notification to parentcheckbox. When it’s on (the default), GetDues sends an email and/or SMS letting them know:
- Which payment was reversed (amount, due, and original payment method)
- What their remaining balance is for that due now
The notification goes to whichever contact methods you have on file (parent email and/or parent phone). If neither is set, no notification is sent — the reversal still goes through.
When to leave it unchecked:
If you’re fixing a clerical error the parent never saw (e.g. you recorded the payment on the wrong member five minutes ago and they were never told), it’s usually less confusing to skip the notification. If money actually changed hands and you need to explain it, leave it on.
Stripe payments: refund from the Stripe dashboard
Payments collected through Stripe cannotbe reversed inside GetDues. Real money moved from the payer’s card to your connected Stripe account, so it has to be refunded through Stripe so the database stays in sync with the actual money flow.
For Stripe payments, the undo icon is disabled:
- Hovering shows the tooltip: “Stripe payments must be refunded from the Stripe dashboard.”
- Clicking does nothing — it’s intentionally non-interactive.
How to refund a Stripe payment:
Sign in to your Stripe dashboard.
Find the payment under Payments. The payer’s name and amount should match the GetDues record.
Click Refund and choose full or partial. Stripe handles returning the funds to the payer’s card.
GetDues receives the refund event from Stripe and updates the member’s balance automatically — no extra action needed on your side.
Don’t double-handle Stripe refunds
Never try to “match” a Stripe refund by manually adjusting the member’s balance in GetDues. Just process the refund in Stripe — GetDues will catch up on its own. Manual edits on top of a Stripe refund will leave your records out of sync.
When to reverse a payment
Common situations where a reversal is the right move:
- Wrong member: You recorded a payment on the wrong member. Reverse it, then add it on the correct one.
- Wrong due: The payment was applied to the wrong fee (e.g. uniform fee instead of season fee). Reverse and re-add against the right due.
- Wrong amount: You typed $200 when it should have been $20. Reverse it and record the right amount.
- Bounced check or canceled transfer: Money never actually arrived. Reverse the payment and (optionally) notify the parent.
For genuine refunds where you’re returning money the team already collected (e.g. a partial season refund), consider using an adjustment instead so the original payment record stays intact.
Tip:
If a member overpaid and has credit on their account, see Player Credits to learn how credit applies automatically to their outstanding dues.
Need help with a payment?
If you’re unsure whether to reverse a payment or process a Stripe refund, our support team can help.
Contact Support