QuickBooks Online loads default payment terms when your company is created. These terms are synced to Novi AMS and applied to transactions according to the rules below:
Default
By default, if terms are not set within Novi AMS, the default payment terms from QuickBooks are applied to invoices.
Dues
Renewals
Auto-renewal invoices use fixed Transaction Date and Due Date offsets defined in the Renewal tab of each member type.
These settings control:
Transaction Date (or invoice date)
Due Date
Both are calculated as a number of days before or after the member’s expiration date.
📌 Important Note: The transaction date (or invoice date) determines when the revenue is booked into QuickBooks Online. For example, if memberships expire on 12/31, you may want to set the transaction date to be 1/1 (the next day and the next year) so the revenue is recognized in the next fiscal year. Learn more here.
New Members
Payment terms for dues invoices created for new members or rejoining members who should be treated as new are set directly on each Member Type within the Settings tab.
Admins can select payment terms using the Payment Terms for New Sign‑Ups dropdown.
Available options:
Due Upon Receipt
Net 7
Net 14
Net 30
Net 45
Net 60
Net 90
These terms control the due date of the dues invoice generated during the signup or rejoin process.
📌 Important Note: If Require Credit Card or ACH Payment on Frontend Signups & Renewals is enabled, the Payment Terms for New Sign‑Ups option will not appear. In this case, dues invoices are due immediately at the time of signup.
Event Registrations
The payment terms for events are set on the event category in Novi. These settings apply to all events within the category.
Events > Categories > Edit Category > Accounting
Invoice Due Date
Standard Payment Term - If this particular event category should have its own payment terms outside of your default setting in QuickBooks, add that here.
Based on Event Date: if the invoice due date should be set based on a number of days before or after the event date, enter that here.
Transaction Date
Date of Purchase: Use this if the transaction date should be the date of purchase.
Based on Event Date: Set the transaction date to a specific number of days before or after the event date.
Ecommerce
Since products from multiple categories can be purchased on the same invoice, terms are set for Ecommerce as a whole.
Association Settings > Ecommerce > Accounting
Exceptions
Generating Specific Invoices
When generating an invoice in Novi AMS for Ecommerce purchases and Event registrations, admins are able to pick the terms for a particular transaction within the payment widget.
Member-Specific Rules
Individual customers or members can be given custom terms on their member/customer records. Except for dues invoices, these terms override all other settings within Novi. They also sync to/from the corresponding customer record in QuickBooks.
Edit Member Record > Details Tab > Billing Section
Modifying Terms on Existing Invoices
After an invoice is created, the payment terms can be modified within QuickBooks Online. Changes made within QuickBooks will be synced back to Novi AMS and your member's Member Compass™. To see the update immediately, do a manual sync in Novi to bring in the change from QuickBooks.
Troubleshooting Payment Terms & Due Dates
The invoice due date should be <insert payment term here>, but is incorrectly showing as the end of the month or some other time span.
If you've run into this issue, be sure to check your Term settings in QuickBooks by clicking on the gear icon > All Lists > Terms.
In the example below, the term should be exactly 30 days, then the Due Date setting should be "Due in fixed number of days." Having another setup there would result in a term that doesn't quite do what you're expecting.
