Manual Payment Processing

You don't need an automated gateway to run your academy. OpenMatResource includes a built-in Manual Payments (Cash/Check) method that works everywhere — at the point of sale, on memberships, and for one-off fees.

What works without a gateway

• Point of sale — take cash or card at the desk.
• Memberships — bill students manually each period.
• Open invoices — mark paid once you collect.
• Drop-in fees — record cash/check taken at the door.
• Wallet credits — apply account credit to a balance.

Take a payment at the point of sale

1. Go to Point of Sale.
2. Attach the customer (or leave it as a guest sale) and add items.
3. Click Add Payment.
4. Choose Manual Payment, then pick Cash or Card.
5. Confirm the payment and complete the order.

Bill a membership manually

When you start a membership and choose Manual Payment, each billing period lands in Pending Collections instead of charging a card.

1. Go to Billing → Pending Collections.
2. Find the member's pending period.
3. Click Confirm Received once you have the money.

Mark an open invoice paid

1. Open the student's profile → Billing → Invoices → Open Invoices.
2. Click Mark as Paid on the period you collected.
3. Enter the amount and payment date, then confirm.

If the payment is more than the balance, you can push the extra to the student's wallet as credit.

Record a drop-in fee

1. Go to Billing → Drop-in Fees.
2. Click Record Fee.
3. Enter the amount, method (Cash, Check, Card, or Other), the payer (a student or an anonymous walk-in), and the date.
4. Save.

Recording a fee doesn't charge anyone

A drop-in fee only records money you already received. It never charges the customer.

Wallet credits

Issue credit from a student's Billing → Credits section. Credit can be applied to future payments, and overpayments can be converted to credit automatically.

Limitations to know

• Online payment links require a card gateway. "Send Payment Link" and deferred online invoices are only available once you have connected a card gateway. Manual payments are collected in person and recorded here.
• Manual memberships don't auto-charge. You must confirm each period, or set up a gateway to automate it.

What this means for your business

• You can start today with no processor and no gateway fees.
• You stay in control of when and how money is collected.
• Records stay clean — every payment is logged against the right student and invoice.
• You can add a gateway later without losing history; manual and automated payments coexist.

Related

• Set Up Your Payment Gateway
• Manage Student Billing