This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Record the member, the plan, the start, each freeze, and the end. Take payment against the period you billed.
Follow the terms you showed the member. This guide does not draft those terms.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Member | Desk | Person and the plan they bought. |
| Period | Desk | Start date and the next bill date. |
| Freeze | Desk | Start, end, and reason. No charge for a frozen period if the terms say so. |
| End | Desk | Cancellation date and the last day of access. |
3. One complete cycle
- Sell one plan with a start date.
- Take payment for the first period.
- Freeze a later period with a start and an end.
- Cancel on a date and do not bill past the last day of access.
Expected: Billed periods match access, the freeze has dates, and nothing is billed after the membership ends.
4. Check before you add tools
List members whose next bill date is past and who are not frozen or ended. Those are the ones to collect or close.
5. Frequently asked questions
Is a freeze a cancellation?
No. A freeze pauses access and usually billing. A cancellation ends the membership.
Do I keep charging after the member cancels?
Charge only through the last day of access in the terms.
Can a member owe for a period they already used?
Yes. Ending access does not delete an unpaid period that already happened.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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