Creating Bill Schemes

Created by Migration Bot, Modified on Thu, 3 Sep at 4:44 PM by Migration Bot

Originally written by Zak Taylor. Published 27 August 2024, last updated 30 September 2025 on the Club Systems help centre.

This guide provides a comprehensive overview of setting up billing schemes, including payment, loan, and service schemes, that can enhance financial management for clubs

Creating a Payment Scheme

Click "Finance"
Click "Bill Schemes"
Click "Payment Schemes"
Click "Add Scheme"
Enter the name for your Payment Scheme
Enter how many months the scheme will be for. This will be how many payments the bill will be broken down in to.
You can add a surcharge to this scheme. You can select whether this should be a percentage surcharge or a fixed surcharge. You can then also set the amount of the surcharge. In the example below the surcharge will be 5%.
Click "Save"

Scheme Breakdown

Click "Edit Breakdown"
In the scheme breakdown you will see the charge items that you have created and numbered columns. These columns represent the months or payments to made and you will enter the percentage to be paid each month.
In this example I want the Subscription to be paid as evenly as possibly over the 12 months so I will enter £8.33 in schemes 2 - 12. Column 1 will update automatically with the remaining outstanding percentage.
In this example, I want surcharges to be paid in full in month 1 so I will leave it as it is with month 1 being 100%
Click "Save"

Manage Categories

Click "Manage Categories"
Set the categories the scheme is available to by enabling the sliders next to each category.

Loan Schemes

Loan Schemes allow you to define whether members will receive automatic discounts on certain charge items, usually due to giving the club a loan. The amount received is based off a set percentage of the amount held in a [Custom Field.](https://scribehow.com/shared/Adding_and_applying_fields_and_markers__ZSi9vQqfTtWsHJEEDvrTVQ#4aa46a21)
Select "Loan Schemes"
Select "Add Scheme"
The "Add Loan Scheme" page will display, in here you can firstly enter a name for your Loan Scheme.
Next you will select the Custom Field in which the loan amount is stored. In my example this is a custom field I created called "Loan Discount"
Select the charge item that the discount will be applied to.
Select the % of the value stored in the custom field that will be discounted. In this example, 100% of the value in the custom field will be applied as a discount.
Select "Save"
Select "Manage Categories"
You can now select which categories this scheme is available to by enabling the sliders next to each category.
When someone in the categories selected has a value in the custom field selected, then the loan discount will automatically be applied to their "Current Charges"

Service Schemes

A service scheme will apply a discount to an annual bill based on the number of years a member has been at the club.
Select "Service Schemes"
Select "Add Scheme"
Enter a name for the scheme
Set the Max Service amount. This is the maximum amount of years of service a member can have before the discount increment stops
Enter an age the member must be equal to or over to be eligible for this scheme.
Enter the maximum amount of discount that can be awarded if capped
Select the Item which should be discounted
Choose whether the discount should be before or after VAT
Select "Edit Breakdown"
You can enter the % discount a member should receive if they joined in year specified.

For example if I wanted to give a member a 1% discount for each year they have been a member, I would enter 1% in 2023, 2% in 2022 and so on.
Select "Manage Categories"
You can enable this scheme for each category