How to Track External Payments in Zipper

Sometimes you collect payment outside of Zipper — cash at the door, a check, a Venmo transfer, a bank-transfer invoice — but you still want the revenue, package, and credits to live on the customer’s Zipper record. Use external payment tracking to log it after the fact.

Record a one-time external payment

1. Go to Contacts > Customers, search for the person, and open their profile.
2. Click the three-dot (⋯) menu and choose Track external payment.
3. Select the product or package the payment is for, or enter custom details for a one-off purchase.
4. Enter the Payment amount and set Paid via to Cash, Check, Venmo, Paypal, or Other.
5. If the product includes booking credits, toggle Issue related Booking Credits to grant them automatically.
6. Save. The revenue posts to the customer’s profile alongside Stripe payments and shows in reports.

Record the payment only after you’ve received it — log it once the cash, check, or transfer is confirmed, not before.

Record an external payment for a recurring membership

For members who prefer to pay by cash, check, Venmo, or other external payment each month, you can track it manually:

1. Go to Contacts > Customers, search for the person, and open their profile.
2. Click the three-dot (⋯) menu and choose Track external payment.
3. Select either New Subscription or Extend Existing Subscription.
4. For a new subscription: choose when you’d like it to start and end, the status, and the payment method. If the product includes booking credits, toggle Issue related Booking Credits to grant them automatically.
5. For extending an existing subscription: enter the payment amount and payment method, and select whether to issue booking credits (if applicable).
6. Each billing period, record the new payment the same way, and make sure the member’s booking credits or access cover the period they paid for.

Alternative: set up a formal Zipper subscription at $0 so the member keeps their account and credits active, and track the cash payments in your own records.

Cash memberships don’t bill automatically — keep a calendar reminder so credits don’t lapse. Gently encouraging members onto card billing saves everyone the manual work.

From the Point-of-Sale

You can also record an external payment during an in-person sale. In the Point-of-Sale checkout, build the cart, then on the Payment Method step choose External Payment and pick the source (Cash, Check, Venmo, Paypal, or Other).

Tips

• Reconcile later: for checks, note the check number; for Venmo, note the @username and date. Use a consistent note format so reports are easy to scan.
• Refunds happen outside Zipper: Zipper can’t refund a cash, check, or Venmo payment. Return the money the same way you received it, then add a note to the customer’s billing history.

Troubleshooting

A cash member’s credits expired because I forgot to issue new ones. Issue new credits backdated to when they should have started and add an internal note explaining the correction. See How to Add Credits to a Customer Account Without Processing Payment.

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