Record an external payment for a client

External Payment is a limited goodwill feature for a one-off emergency. Use it when a client has already paid you in cash or through another payment method and you need to record the membership or credit pack in Clovo.

It is not a general cash-payment system or an alternative to Clovo payments. The feature may not be available forever, so reserve it for genuine one-off situations where taking payment through Clovo was not possible.

Important limits

• One External Payment per customer. Clovo allows no more than one externally paid membership or credit pack for a customer. Do not use several external payments to manage an ongoing payment arrangement.
• Memberships have a maximum term. If the membership needs to run beyond the maximum term allowed for an External Payment, set it up as a normal membership and take payment through Clovo instead. Do not split it into multiple external payments.
• The client must have paid already. Offline Purchase records access after cash or another external payment has been received; it does not collect money or create a Stripe payment.
• Shop products are not included. Offline Purchase is for memberships and credit packs. Use POS Purchase to take a card payment at the front desk for a shop product.

Record the external payment

1. Open the client’s profile and find the Purchases card.
2. Select Offline Purchase beside POS Purchase.

3. Choose the membership or credit pack the client has already paid for outside Clovo.
4. Review the client and plan details, then complete the Offline Purchase.
5. Return to the client’s Purchases card and confirm the new purchase shows the status External Payment.

The membership or pack is active in Clovo and can be used according to its plan. The money remains an external payment: Clovo does not take or reconcile it through your Stripe connection.

Choose a normal payment when this is not a one-off

Use POS Purchase when the client is paying by card at the studio. For a recurring membership, use the normal membership purchase flow so future renewals can be handled in Clovo.

If the customer already has an External Payment, or the arrangement would need more than the permitted membership term, do not create another one. Use a normal Clovo payment or contact Clovo if you need help deciding how to handle the situation.