Managing Invoices After Membership Cancellation

Canceling a membership will stop future billing and automatically update the membership status to inactive. However, any invoices issued before the cancellation date will not be canceled automatically. It is important to manually review and cancel any outstanding invoices tied to the canceled membership if they should no longer be collected.

Why This Step Is Important

When a membership is canceled, all future billing is halted from the effective cancellation date. However, if an invoice was already issued before the cancellation date (even if the due date is in the future), it will remain active unless manually canceled.

This may result in patients being charged even though their membership has ended.

Recommended Post-Cancellation Steps

• Review the Membership Cancellation Date
  Confirm the effective date of the cancellation in the member’s Payments screen under Memberships.

• Check for Issued Invoices
  Go to Billing > Invoices and filter by the patient’s name.
• Review Invoice Dates
  Look at the issue date and service date of all invoices.
  • If the invoice is for the canceled membership and it was issued before the membership cancellation date but covers a service period after the cancellation, it should likely be canceled.
• Cancel Invoices if Necessary
  • Open the invoice.
  • If the invoice status is issued and the payment status is waiting, failed, or retrying, you can void the invoice.
• Issuing a Refund
  • If the invoice status is paid and the payment status is successful, you will need to process a refund.

Example Scenario

If a member cancels their membership on May 5, but an invoice was already issued on or before May 5 for the upcoming cycle, that invoice must be canceled manually. Otherwise, the payment will be processed even after the membership cancellation.

Best Practice

After canceling any membership, always check for open invoices related to that member to ensure billing is accurate.

For help with managing invoices or cancellations, contact our support team.