Change when a membership renews

A member may ask to move their payment to the day after they get paid, or you may want memberships that began on different days to renew on the same day. Moving the renewal date can also change how much they pay for the period in between.

Clovo makes that second part explicit: nothing is charged until you have seen a preview of the exact amount.

Open the billing schedule

1. Open the client, then open the membership you want to change.
2. On the Next renewal row, click Change billing schedule.

Note the row above it: Change start date is a different thing. That edits when the membership is recorded as having begun, not when money moves. If you want the payment to move, you want Change billing schedule.

Pick the outcome first

Change renewal date moves the recurring renewal permanently. The member is not charged today; the date they renew on shifts, and every renewal after it follows from the new date.

Bill now and restart cycle charges the full plan price immediately and starts a fresh billing period from today. Use this when a member wants to reset rather than shift — after a long gap, say, or when they have changed plan and want a clean start.

Choose the new date

Clovo tells you the date the membership renews on now, and asks for the date future renewals should use. Two rules apply:

• It has to be in the future. You cannot backdate a renewal.
• It has to be different. If you pick the current renewal date, Clovo will ask you to choose another date.

Decide who absorbs the difference

Moving a renewal forwards or backwards changes the length of the billing period. Clovo asks how you want to account for that difference:

Apply a fair adjustment (recommended). Clovo credits or charges for the time moved, so the client pays for what they got. Move a fortnightly renewal two days later and they pay a little more; move it two days earlier and they pay a little less.

Keep the payment amount unchanged. The date moves and the amount stays exactly as it was. No credit, no prorated line. Simpler to explain, and it costs you the difference — which is fine when you are the one who moved the date.

Choose the option that matches what you have agreed with the client. Keeping the amount unchanged means the studio absorbs any difference unless the date moves in the studio’s favour.

Read the preview before you confirm

The Billing change preview shows three steps:

• Current schedule — the renewal date as it stands today.
• New billing date — the date you picked, with a breakdown underneath: the membership renewal amount, the adjustment (positive or negative), and the total that will actually be charged on that date.
• Following renewal — the renewal after that, so you can see the new rhythm rather than just the next payment.

If the preview is labelled Estimated total or Exact payment adjustment unavailable, review the first invoice after the change to confirm the amount.

When the preview matches what you told the client, click Confirm billing change.

Afterwards

The membership page shows the new Next renewal date after the change is confirmed.

If the member is on a plan that has already failed a renewal, resolve that first. Moving a date does not clear an outstanding payment; see Recover a failed membership renewal payment.