SOP: Recording Transactions Paid Outside of Stripe
Objective
To provide a clear and concise step-by-step guide for team members on how to accurately record transactions that are paid outside of Stripe (e.g., cash, check, Venmo) to ensure proper invoicing and payment tracking.
Key Steps
Select Membership Type
Navigate to the membership section.
Click on the desired membership (e.g., Unlimited Membership with Month-to-Month Payment Plan).
Ensure to note that the membership can only be marked as emailed to the member.
Adjust Pricing and Create Membership
Adjust the pricing as necessary.
Confirm the membership start date.
Create the membership.
Handle Invoice Draft
Go to the invoices section and locate the draft invoice for the created membership.
Since payment has been made outside of Stripe, mark the invoice as "Paid Outside of Stripe."
Specify the payment method (e.g., Cash) and confirm the invoice status changes to "Paid."
Record Additional Transactions
If additional items are purchased (e.g., protein drink), create a new invoice for the member.
Record the payment as cash, specifying the item purchased.
Confirm the invoice status changes to "Paid."
Repeat for Other Transactions
For any other items (e.g., clothing), repeat the process of creating an invoice and marking it as paid.
Cautionary Notes
Ensure that all mandatory fields (full name and email) are filled out for any new invoice.
Double-check that the invoice is in draft status before marking it as paid.
Always confirm the payment method to avoid discrepancies.
Tips for Efficiency
Use templates for frequently purchased items to speed up the invoicing process.
Keep a checklist of mandatory fields to ensure nothing is missed when creating invoices.
Regularly review the draft invoices to ensure timely processing and avoid backlog.
Communicate with team members if any discrepancies arise during the transaction recording process.
By following these steps, team members will be able to effectively record transactions paid outside of Stripe, minimizing misunderstandings and errors while maximizing productivity and accuracy.