Set up payment types, plans, and invoices
Configure dues categories, recurring payment plans, and manual invoices in the VCMS Payments section.
Updated
VCMS billing lives under Billing → Payments. You need at least one member before creating invoices or plans. Plans also need an active payment type.
Payment types
Open the Types tab and choose Add payment type. Types are reusable categories — monthly fees, welfare funds, parking, or any other dues. Set a name, optional Default amount, description, and an Active checkbox.
Inactive types are hidden from new plans but still work on manual invoice lines.
Payment plans
Open the Plans tab. If members or types are missing, you see Add a member before creating plans or Add an active payment type before creating plans.
Choose New plan. Pick a member, payment type, amount, cadence (One time, Monthly, Quarterly, Half yearly, or Yearly), and start date.
When a plan is due, choose Record payment. VCMS creates an issued invoice, records full payment, and advances the next due date. The toast reads Payment recorded — invoice created.
One-time plans become inactive after you record payment. Plans with recorded payments cannot be deleted — deactivate them instead.
Manual invoices
Open the History tab and choose New invoice. The wizard asks for a member and Due date, then Line items, then Review. Each line needs a description, quantity, and unit price. Selecting a payment type auto-fills the default amount.
New invoices start as Draft. Open the invoice to:
- Issue — moves Draft to Issued
- Record payment — only on Issued or Partially paid invoices with a balance
- Void — only when no payments have been recorded
- Download PDF
Payment methods include cash, bank transfer, cheque, card, online, and other.
Invoice statuses
Statuses are Draft, Issued, Partially paid, Paid, and Void. Voided invoices are excluded from Reports financial totals.
Caveats
- The Staff role can read invoices and reports but cannot create types, plans, or invoices. See staff roles and access.
- You must Issue a draft before recording a payment on it.
- Committee billing to Rentrovia is managed separately in the platform admin — not in this console.
Related: enroll members and vehicles, configure SMS alerts for payment-due reminders, and invoice statuses in the rental CRM.