> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/admin-overview/configure-house-account-billing.md). # How to Configure House Account Billing ### Before you begin (Prerequisites) * **Permissions**: You must be an **Administrator**, **Supervisor**, or **Support**. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **Payment Processor**: At least one processor must be connected and set as Default. See: [How to Link a Payment Processor](/products/control-panel-overview/admin-overview/link-payment-processor.md). * **Payment Methods**: Members using house accounts must have valid payment methods on file. ### How house account billing works The **house account** function lets members add charges (dining, spa, room, incidentals) to a running balance instead of paying card-on-file at the moment of purchase. When a member adds a charge, Peoplevine creates an invoice on their profile rather than charging immediately. Open invoices accumulate over time, and a sweep collects all outstanding invoices as a batch charge to the member's payment method on file. Use this article to set the sweep schedule and route charges to the correct processor. For the conceptual flow on the transaction side — how invoices are created, paid, and reconciled — see [How to View House Account Payments](/products/control-panel-overview/invoices-house-account-overview/view-house-account-payments.md). ### Instructions 1. Click the **Company name dropdown** in the top navigation and select **Platform Settings**. 2. Scroll to the **House Account Processing** section. 3. Select one of the three billing modes: | Mode | When Members Are Charged | Best For | | ------------------------------------- | ------------------------------------------------------------ | ---------------------------------------------------- | | **Do not auto process open invoices** | Never — manual collection only | Clubs not yet using house accounts | | **Daily** | Every morning, covering all past transactions | High-volume F\&B clubs; reduces per-transaction fees | | **Monthly** | 5th of the month, charging the previous month's transactions | Traditional clubs with monthly billing statements | > **Important**: Monthly billing only captures invoices generated within the last 12 months. Invoices that have aged past 12 months are excluded from the automated sweep and must be manually followed up and closed. 4. Click **Save**. 5. Enable house accounts for members using one of two methods: **Per-person** (individual CRM toggle): * Navigate to [**CRM > View People**](https://control.peoplevine.com/customers), open the member profile, click **Edit**. * Toggle on **"Allow person to check-out via your website to their House Account"**. * Click **Update Person**. **Per-membership** (membership-level setting): * Navigate to the membership program settings and enable house account access at the program level. All members in that program will have house account access automatically. See: [How to Enable House Accounts on a Membership Program](/products/control-panel-overview/membership-setup-overview/enable-house-account-program.md). #### Per-member override: Disable automatic collection Even when a platform-level billing mode (Daily or Monthly) is enabled, you can disable automatic collection for individual members: 1. Navigate to [**CRM > View People**](https://control.peoplevine.com/customers), open the member profile, click **Edit**. 2. In the **Enable Automatic Collection** section, toggle OFF **"Automatically Collect Their House Account"**. 3. Click **Update Person**. When this toggle is OFF, the system will not run open invoices for this member during the automated sweep. You will need to collect payment manually. > **Note**: Monthly mode means your club extends credit for up to 35 days. Ensure your membership agreement covers house account terms. > **Important**: House Account does not discriminate between charge types. Once enabled for a member, **all** charges — membership dues, F\&B, spa, events, POS — are invoiced to the House Account. There is no setting to exclude specific charge categories (e.g., membership invoices) from House Account processing. > **Note**: House account charges can be settled using the member's card on file, house credits, stipends, or gift card balances. The system applies available credits first, then charges the remaining balance to the card on file. > **Important**: Members must have a payment method on file to proceed through checkout with House Account on the Member Portal. Even though charges are invoiced (not charged immediately), the portal requires a card on file. > **Note**: For temporary hotel memberships, House Account is automatically enabled when the member is enrolled and automatically disabled when the reservation is cancelled. > **Important**: The House Account enable/disable flag on the CRM profile only applies to real-time transactions (e.g., portal checkout, certain POS integrations). Batch-processed systems like Toast, Book4Time, and Opera ignore this flag — invoices from these integrations are always created regardless of the toggle. ### Processor routing for house account charges House account sweeps route charges to the processor assigned to the charge category: | Charge Source | Routed To | | ------------------------ | --------------------------------------------------------------- | | Food & Beverage (POS) | F\&B processor | | Hotel / PMS | PMS processor | | Spa | Spa processor | | All other (non-specific) | Determined by the **House Account Routing** setting (see below) | #### House Account Routing setting For non-specific House Account invoices that are not linked to a F\&B, Hotel/PMS, or Spa processor, the **House Account Routing** setting controls where they are processed: | Option | Behavior | | ----------------------------- | ------------------------------------------------------------ | | **Default Processor** | Non-specific invoices route to the Default Processor | | **Membership Dues Processor** | Non-specific invoices route to the Membership Dues Processor | Membership Dues always route through Membership Billing regardless of this setting. For existing accounts, the current routing behaviour is preserved by default — existing customers default to the Membership Dues Processor. New customers default to the Default Processor. #### House Account Credits setting The **House Account Credits** setting controls which credit types are applied during the house account billing sweep: | Option | Behavior | | ------------------------------------------------- | --------------------------------------------------------------------------------------------- | | **All Credit Types (Gift Cards, Stipends, etc.)** | Applies all available credit balances before charging the card on file | | **Gift Cards Only** | Only gift card balances are applied; stipends and other credits are not used during the sweep | > **Note**: Only Stripe payment methods work across multiple processors. GoCardless payments can only be charged to a single processor. ### Best Practice Use Daily mode for high-volume F\&B operations — a day's worth of charges is combined into one aggregated charge, reducing per-transaction processing fees. ### What Happens Next * **On the billing side**: The system automatically sweeps open invoices based on the selected mode. Failed charges create a billing note on the member's CRM profile. * **Next step**: Once house accounts are configured, staff can post charges via POS integrations. See: [How to Charge a Card](/products/control-panel-overview/charging-payments-overview/charge-card.md). *Last updated: 2026-05-27* --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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