Record a payment
When a family pays at the desk (cash, a check, a bank transfer, or a card you ran on another machine), record it in Spotter so their balance and statement stay right. Payments made online through Spotter are recorded for you. See Autopay and online payments.
Open the family
Go to Families and open the family. Find the Billing section.
Click Record payment
The Record a payment form opens. If the family owes something, the amount is already filled in.
Fill in the payment
- Amount ($): what they paid. Change it for a partial payment or a payment ahead.
- Paid by: Cash, Check, Bank transfer, Card (run elsewhere), or Other.
- Note: optional, like “Check #1042”. It shows on the receipt and statement.
Choose what it pays for (team families only)
If the family has a team bill, a Pays for menu appears. Pick:
- A bill, like Classes or Competition team. The menu lists every bill your studio has, including a second team bill when you’ve turned one on. Each bill shows how much it owes, and the menu starts on the first bill that owes something. The payment pays only that bill.
- A deposit on one line, like “Deposit on Mia · Regionals · Rainbow (Solo) ($85.00 left)”. Any open line on a team bill can take a deposit. The payment pays that line first, then anything else on the same bill.
Send a receipt
Email a receipt to the family is checked by default. The email says what the payment paid for and the balance after. The receipt is also in their parent app either way.
Click Record payment
What the payment pays for
Spotter applies the money for you:
- A payment for a bill pays that bill’s oldest open charges first.
- A deposit pays its line first.
- Anything left over is a credit on that bill and pays the next charge, like next month’s tuition.
Each charge on the family’s statement then shows Paid, Due, or how much is left. See How money is applied.
Fix a payment recorded by mistake
An owner or admin can void it: click the × at the end of the payment’s line and confirm Void. The line stays in the history, crossed out, and the balance goes back up.