Payments

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.

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:

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.

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.

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.