Billing & Cost Sharing

Payments & Refunds

Members can pay online through Stripe. Admins can record money that moved in other ways, or issue refunds. All of these go on the ledger, so the balance stays correct.

Online payments

Connect Stripe, and members can pay their balance or an invoice from their own finances page. They can pay by card or bank transfer (ACH). Payments post to the ledger automatically and clear the charges that they cover, with no manual reconciliation. The member sees a receipt on the screen and gets a copy by email. This is true for each processor.

You can connect Stripe or Authorize.net under Billing, then Payments. Authorize.net uses your own merchant account and accepts only cards, not bank payments. Saved cards and autopay work on the two processors, but cards do not move between them. If you change processors, Resyrv turns off the autopay of all members and removes their saved cards. On Authorize.net, you can refund a payment from today only in full until it settles overnight. After it settles, partial refunds work.

Bank payments while they are on their way

A bank payment (ACH) usually costs you much less than a card. At standard Stripe US prices, a bank payment is 0.8% with a maximum of $5. A card is 2.9% plus 30 cents. Your own Stripe account can have different prices. Resyrv adds no fee of its own.

Bank payments arrive in about four business days. Resyrv records the payment when the member authorizes it, so nobody asks where the money went. Your Payments page shows it as processing, with its own filter.

A payment that is still on its way posts nothing to the ledger. It is not in payments received. Thus your balances and reports show only money that you actually have. There is nothing to approve: it is a real Stripe payment that did not arrive yet, so it is not in the reconciliation queue. When it clears, it posts the same as all other payments. If the bank returns it, the payment closes with the reason.

Your balance rules are the one place where it counts. By default, Resyrv does not block a booking or a dispatch for a member with a payment on its way, because their bank causes the delay, not the member. Each Balance rule under Gates & Compliance has a "Count bank payments in transit" switch. Use it if you prefer to wait for the money. You can set a different answer for scheduling and for dispatch.

You turn on bank payments in your own Stripe account, not in Resyrv. Organization Settings, Payments shows if they are enabled, and has a link to the correct page in Stripe.

Processing fees, recorded for you

Each night, Resyrv reads the processing fees that Stripe actually charged on your recent payments. Resyrv records them as organization expenses, with a category for what was paid for. Thus your profit and loss shows the true cost of card payments, and nobody has to type fee lines.

If you use reserve funds and fees go to the General fund, Resyrv records an estimate for each charge at payment time. When the exact Stripe value is known, Resyrv corrects the estimate to that value. If Resyrv cannot match a fee to a payment, it marks the fee for review.

Saved cards and autopay

Members can save a card or bank account for one-tap payment and to enable autopay on recurring dues. Stripe keeps the saved methods, not Resyrv. Thus card numbers never go into your database.

How to record external payments

Record cash, checks, and transfers outside Stripe manually, so the ledger stays complete. A member can report a payment that they made. An admin with the external-payment permission approves it before it clears.

How to issue refunds

You issue a refund against a prior payment. You can send it to one of these destinations:

• Original card - Resyrv tells Stripe to reverse the charge automatically.
• External - you sent the money outside Resyrv (check, Venmo, Zelle), and you record it here.
• Account credit - the amount becomes credit that the member can use later.
• Forfeit - the member gets nothing back, as an agreed policy says.

Who can do what

To record and approve external payments, you need the external-payment permission. To issue refunds, you need the separate refund permission. To connect Stripe and move the money of the organization, you need owner-level access.

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