Billing

The Billing section (Økonomi) is where the money side of your organisation lives: the subscription plans members hold, the invoices you send them, and the payments that come back. Membership itself derives from active subscriptions, so the plans you set up here drive who counts as an active member.

This guide covers the Billing page (invoices and payments). The plans, prices and billing rules behind those invoices are set up under Settings, and a single member’s subscription is assigned on their own page (see Members).

Understand subscriptions and tiers

A subscription plan (also called a tier, or kontingent for a union) has a name, a price, a currency and a billing cycle (for example monthly, quarterly, semester or annual). You can also offer add-ons: optional extras a member can hold on top of their plan, such as an equipment fee.

• Create and price plans and add-ons under Settings, Pricing.
• Assign a plan to a member, with an optional start date and discount, on the member’s edit page. See Members, Subscriptions.

When a member holds an active subscription, they are counted as active and invoices are generated for them according to the plan’s cycle and rules.

Flexible period billing rules

Plans can do more than charge a flat amount each cycle. A billing period (a quarter, a semester, a half-year and so on) can be split into windows so that a member who joins partway through pays a fair share:

• The early part of a period can be full price.
• An in-between part can be pro-rata, calculated by percentage or by a daily rate.
• The late part can be free, so someone who signs up near the end of a period gets the rest of it at no charge.

You configure these windows per plan when you turn on the advanced billing schedule. See Settings, advanced billing.

Read the billing summary

Three cards at the top of the Billing page summarise the current picture:

• Collected: what has been paid this month.
• Pending: the total still outstanding (pending plus overdue invoices).
• Active subscriptions: how many recurring memberships are running.

Work with invoices

The invoice table lists every member invoice with its number, payer, period, amount, status, issue date and due date. An invoice moves through these statuses:

• Draft: created but not yet sent.
• Pending: sent and awaiting payment.
• Paid: settled.
• Overdue: past its due date and still unpaid.
• Cancelled: voided.

Use the status filter at the top right to show just one status, and the page controls at the bottom to move through long lists.

View an invoice

Open the actions menu (the three dots) on an invoice row and choose View details. The window shows the payer, status, dates, the coverage period, each line item with quantity and tax, and the subtotal, tax and total.

Send or resend an invoice

For a draft invoice, choose Send invoice from the actions menu to email it to the payer. For an invoice that has already been sent, the same menu offers Resend invoice.

Mark an invoice as paid

If a member pays you directly (for example by bank transfer), open the actions menu and choose Mark as paid. This is available on any invoice that is not already paid or cancelled.

Cancel an invoice

To void an invoice that should not be collected, choose Cancel invoice from the actions menu. This is available on any invoice that is not already paid or cancelled.

How members pay

Zantu supports several ways for a member to settle an invoice:

• Card payments online via Stripe, including saved cards.
• Payment slips (FIK): native Danish indbetalingskort codes printed on the invoice.
• Public invoice payment: a member can open a link to a specific invoice and pay it without logging in.

Invoices are generated automatically each day for members whose plans are due, so much of this runs without you touching it. Your day-to-day job is to follow up on anything still pending or overdue.