Quick Setup Guide: Membership with recurring billing, revenue is deferredLast updated on 03/22/2022
This reference guide will help you:
Understand the recurring service types, invoice templates, and Pricebook tasks you’ll be setting up in the Memberships Wizard.
Understand additional Pricebook setup, such as entering general ledger accounts on Pricebook tasks.
Understand how to set up add-ons for the membership.
How do I set up other membership settings (like the membership discount)?
The Memberships Wizard (Settings > Memberships Types) guides you through all the membership settings in four easy-to-use steps.
For more information, see Create membership types.
If this accounting scenario does not apply to you, click here to learn about other membership accounting options.
Step One: Go to the Memberships Wizard (Settings > Membership Types)
Most of the membership setup is done in the Memberships Wizard (Settings>Invoicing>Membership Types).
To create a new membership, go to Settings>Invoicing>Membership Types and click Add.
If you ever want more information on membership settings, see Create membership types for an in-depth walkthrough.
Step Two: Complete additional setup in the Pricebook
Some of the membership setup will need to be done directly in the Pricebook.
In the charts below, you will see a column called Memberships Wizard vs. Pricebook. This column will tell you whether the setup is part of the Memberships Wizard, or whether you will need to do this directly in the Pricebook.
How to set up Pricebook tasks for the membership
Pricebook task | Purpose | Settings | Memberships Wizard or Pricebook? |
---|---|---|---|
New Sale Task | You’ll put this item on the invoice when you sell a membership. | Details tab
Commission tab
Materials tab
Workflow tab
| Memberships Wizard You can create new sale tasks in the Memberships Wizard (Step Two: Billing > New Sale Tasks > Create New Task). Or, you can use the Memberships Wizard to select an existing task from your Pricebook (Step Two: Billing > New Sale Tasks > Existing Tasks). |
Renewal Task | Renewal(s) tasks are used when you generate renewal estimates. You can also add renewal tasks to any existing invoice, if the customer indicates they want to renew. | Details tab
Commission tab
Materials tab
Workflow tab
| Memberships Wizard You can create renewal tasks in the Memberships Wizard (Step Two: Billing > Renewal Tasks > Create New Task). Or, you can use the Memberships Wizard to select an existing task from your Pricebook (Step Two: Billing > New Sale Tasks > Existing Tasks). |
Billing Task | You’ll put this item on the membership billing template. This the amount the member will be billed/charged every time you process membership billing. | Details tab
Commission tab
Materials tab
Workflow tab
| Memberships Wizard You can create a billing task in the Memberships Wizard (Step Two: Billing > Select billing frequency > Create > Click to add a service). Or, you can use the Memberships Wizard to attach an existing billing template (Step Two: Billing > Select a billing frequency > Select billing template from the dropdown). The billing task should already be on the billing template. If you want to check this, go to Settings > Invoice Templates. |
Deferred Revenue (+/-) Tasks | These tasks are placed on recurring service invoice templates, so revenue can be realized when the service is performed. The positive (+) task is the amount of revenue being realized when the service is performed. The negative (-) task reconciles this revenue in your liability account. | Details tab
Commission tab
Materials tab
Workflow tab
| Memberships Wizard You can create deferred revenue tasks in the Memberships Wizard (Step Three: Recurrences > Add Recurring Service > Create New Service > Invoice Template > Create > Click to add services). Or, you use the Memberships Wizard to attach an existing recurring service (Step Three: Recurrences > Add Recurring Services > Add Existing Service). The deferred revenue tasks should already be on the recurring service invoice template. |
To edit an existing new sale task (one that is already set up), go to Settings > Pricebook > Services.
To edit an existing renewal task (one that is already set up), go to Settings > Pricebook > Services.
To edit an existing billing task (one that is already set up), go to Settings > Pricebook > Services.
To edit existing deferred revenue tasks (already set up), go to Settings > Pricebook > Services.
How to set up recurring services
Recurring Services | Purpose | Settings | Memberships Wizard or Pricebook? |
---|---|---|---|
Recurring Service Type | There needs to be a separate recurring service type for every service included with the membership. The recurring service type will determine the frequency of the membership service. You can also enter job details, to make it easier and faster for CSRs to book jobs. | Tags
Invoice template
Job details: Business Unit, Job Type, Priority, Campaign, Job Summary
Recurrence type
Interval
Duration
| Memberships Wizard You create recurring service types in the Memberships Wizard (Step Three: Recurrences > Add Recurring Services > Create New Service). Or, you can use the Memberships Wizard to attach an existing recurring service (Step Three: Recurrences > Add Recurring Services > Add Existing Service). |
To edit recurring service type (one that is already set up), go to Settings > Recurring Service Types.
How to set up recurring service invoice templates
Recurring Service Invoice Template | Purpose | Settings | Memberships Wizard or Pricebook? |
---|---|---|---|
Recurring Service Type > Invoice Template | The recurring service invoice template will be attached to the recurring service type (see above). This invoice template is used every time a recurring service is booked for the membership. | You will need to add the Deferred Revenue (+/-) tasks to the Recurring Service Invoice Template. You can either use the $1 tasks (+/-) if you are using the auto-calculation enhancements. If not, you will need to add the corresponding dollar (+/-) amount to each Recurring Service Invoice Template. Why do I need add +/- tasks to the Invoice Template?
| Memberships Wizard You can create a new recurring service invoice template in the Memberships Wizard (Step Three: Recurrences > Add Recurring Services > Create New Service > Invoice Template > Create). Or, you can use the Memberships Wizard to attach an existing recurring service (Step Three: Recurrences > Add Recurring Services > Add Existing Service). The invoice template should already be attached to the service. If you want to check this, go to Settings > Invoice Templates. |
To edit an recurring service invoice template (one that is already set up), go to Settings > Invoice Types.
To change the invoice template for an existing recurring service, go to Settings > Recurring Service Types.
How to set up the billing template
Billing Template | Purpose | Settings | Memberships Wizard or Pricebook? |
---|---|---|---|
Memberships Wizard > Billing > Billing Template | The membership billing template (billing invoice) will be used every time you process membership billing. | The membership billing template should include: Membership billing task. This is the amount the member is charged/billed every time you process membership billing. | Memberships Wizard You can create a billing template in the Memberships Wizard (Step Two: Billing > Billing Template > Select billing frequency > Create). Or, you can use the Memberships Wizard to attach an existing billing template (Step Two: Billing > Select billing frequency > Select billing template from the dropdown). . |
To edit a billing template (one that is already set up), go to Settings > Invoice Templates.
You can also change the billing settings for any individual customer. Go to the customer record, click on the membership, then click the Edit Pencil on the membership screen.
Changing the price of the billing template does not change the billing template for customers who purchased the membership prior to the increase price adjustment.
How to set up add-ons for the membership
Add-On | Purpose | Settings | Memberships Wizard or Pricebook? |
---|---|---|---|
Membership Add-Ons | You can customize membership plans with add-on services and add-on charges. When you sell the add-on, the add-on price will be rolled into the membership (the customer won't see a breakdown). If the add-on is for an extra recurring services or recurring service upgrade, these services will automatically appear on the membership. | You will set up a Pricebook task for each membership add-on. When you do the add-on setup, you can choose from the following options:
Click here for more information on setting up membership add-ons. | Pricebook You will create membership add-ons in the Pricebook (Settings > Pricebook). Click here for more information on setting up add-ons. |
You will need to set up recurring service types and recurring service invoice templates, before you set up membership add-ons.
Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.