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Cheat Sheet: Dues Accounting

Get access to a quick "if this, then that" cheat sheet for handling the most common "one-off" dues billing scenarios that staff encounter.

Pete Zimek, CAE avatar
Written by Pete Zimek, CAE
Updated over a week ago


Member chooses not to pay an invoice

One Step: In Novi, View Invoice. Press "Non-renew & Credit"

  • The member's expiration date will be automatically rolled back to the previous expiration date & a credit memo will be issued.

  • The credit memo will offset the revenue booked by the dues invoice. QuickBooks will apply this credit memo to the invoice using a zero dollar payment transaction.


Dues invoice created in error

One Step: In QuickBooks, view invoice. Delete or void.

  • Transaction  is removed from QuickBooks and Novi.


Unpaid dues invoice needs to be updated

One Step: In Novi, View Invoice. Press "Recalculate."

  • The dues invoice will be re-calculated based on updates to dues rules, related custom field values, and member type. Additionally, any changes to the billing address will be applied to the transaction.


Unpaid dues invoice needs to be customized outside of normal dues rules

One Step: In QuickBooks, open invoice and add, remove, or change any line items.

  • These changes will be synced back to Novi and will be visible in the Member Compass™.


For Organizations Using QuickBooks Payments

One Step: Create a refund receipt in QuickBooks, entering the credit card information for which the refund will be created.

For organizations using Stripe

Step 1: Issue refund in Stripe

Step 2: Create refund receipt in QuickBooks

For all organizations

  • Refund receipt should use the same item(s) attached to the original dues invoice.

  • Refund receipt should be mapped to the undeposited funds account so that it can be included in your payment processing batch deposit.

  • In rare cases where refunds are greater than sales, this workflow may be needed to create a negative deposit.


Step 1: Follow the "Paid dues invoice needs to be refunded via credit card" workflow above.

  • This will handle the first part of the accounting.

Step 2: In Novi, manually revert customer's expiration date to prior year's date and save the record.

  • The member will be listed as expired, reflecting the fact that their dues have just been refunded.

Step 3: In Novi, manually renew the member.

  • This renews the member and re-issues the invoice.

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