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House Accounts

The House Account feature in Zenoti provides a pay-later option that allows members to accumulate charges for products, services, and other business-related payments and settle the total amount later. Charges accumulate during a billing period. At the end of the cycle, Zenoti generates a statement summarizing all activity and calculating the amount due.

House Account is typically used in club-style environments, family memberships, and corporate billing arrangements where consolidated settlement is preferred over per-transaction payment.

Enable House Accounts

House Accounts functionality is not enabled by default. Contact your Zenoti representative to enable the House Account feature for your organization. After activation:

  • House Account appears as a payment method in POS.

  • The Statements section becomes visible in the guest profile.

Post charges to a House Account

Front desk staff can close invoices using the House Account for members and guests from the POS.

  1. Navigate to Point of Sale (POS) from Appointment Book or Roster view.

  2. Enter the basic details in the required fields on the POS to select the required member. You can opt for the first name or the contact number to easily find the member.

  3. Select House Account as the payment mode.

  4. If a limit is set at the member level, you can view the available limit for the member at the top-right section of the screen.

  5. Add the required product or service to the invoice.

  6. Close the invoice to complete the payment.

    It is recommended to close invoices manually after selecting House Account as the payment method. If an invoice remains open, Zenoti automatically closes open invoices after the configured time interval. This does not charge the member’s saved payment methods, such as saved cards or ACH. The invoice amount is added to the members’ House Account and reflected in the statement.

  7. Verify the remaining limit in the member’s House Account.

Note

Members can also use the house account to make payments through the webstore and CMA. While making a payment, they can select the House Account option.

House Account limits

To set up the house account limit, contact your Zenoti representative.

The house account limit lets businesses control how much balance a guest can carry on their house account. You can set a default limit at the business level and adjust it per guest as needed. The system continuously recalculates the house account balance in the POS as items are added or removed. If the balance exceeds the configured limit, certain restrictions apply to prevent further credit usage until the dues are cleared.

Limit usage scenario

Consider the following scenarios to understand how the limits work for house accounts.

Scenario A: Wallet top-up mid-cycle

Guest A has a limit of $100, an outstanding balance of $80, and $0 in their wallet. They add $40 to their wallet. The wallet offsets the balance, bringing the effective outstanding amount to $40, which means Guest A can now avail services worth up to $60 rather than just $20.

Scenario B: Partial payment

Guest B has a limit of $100 and an outstanding balance of $100 with no wallet balance. Guest B makes a partial payment of $60, bringing the outstanding balance to $40. Guest B can now avail services or purchase items worth up to $60 again.

Scenario C: Limit increase

Guest C has a limit of $100 and an outstanding balance of $95. The front desk raises the limit to $150. Guest C can now avail services worth up to $55, as the total outstanding balance of $95 is deducted from the new limit of $150.

House Account limit behavior

  • Businesses can configure a default house account limit at the business level and increase or decrease it per guest.

  • The system dynamically calculates the house account balance in the POS as items are added or removed.

Limit enforcement and payments

  • When the balance exceeds the configured limit, guests are blocked from webstore bookings.

  • Guests can add wallet balance to bring the account back within the allowed limit.

  • Invoices that exceed the limit do not auto-close at day-end and remain open until settled using another payment method.

Exceptions and rules

  • House account limit validations do not apply in the POS for add-on members billed to a primary account.

  • Membership and package dues always close, regardless of the configured limit, to ensure membership remains active.

Note: The guest-level House Account limit takes precedence over the limit set for your organization during onboarding. This means the guest-level limit can be set higher or lower than the organization-level value. To change the organization-level limit for your business, contact your Zenoti representative.

Change House Account limit of a guest

By default, members or guests inherit the organization-level House Account limit. You can customize the limit for individual members from their profile.

Role Permissions required to edit House Account limits

To allow users to edit House Account limits at the guest level, assign the required security role permissions.

  1. At the organization level, go to Configurations and search for Security Roles.

  2. Select the required role.

  3. Open the PERMISSIONS tab.

  4. Expand the Guest Manager section.

  5. In the Guests section, enable the following settings:

    • Allow editing house account limit checkbox.

    • Allow editing house account wallet limit checkbox.

  6. Save the changes.

Change the House Account limit for a guest

To update the House Account limit for a specific guest:

  1. Open the guest profile.

  2. Select the House Account tab.

  3. Click Set Spending Limit.

  4. Enter the required amount.

  5. Save the changes.

Set member spending limits on House Accounts

Member-level spending limits allow businesses to allocate individual spending caps for each billing member within a house account. This is particularly useful for family memberships and corporate accounts where multiple add-on members share a single house account, and the account owner needs control over how each member consumes the shared balance.

Important

Contact your Zenoti representative to enable member-level spending limits. Once enabled, the Set spending limit button on the House Account section lets you set limits at the account level or the member level.

Set limits for individual billing members

The staff with the required permissions can configure member-level limits. Guests cannot set or modify their own limits.

  1. Access the required guest profile and go to the Statements tab. 

  2. Click Set spending limit options inside the House Account section. 

  3. Select Set spending limit on individual billing members. 

  4. In the Set Member Spending Limits modal, review the account-level limit displayed at the top for reference. 

  5. Enter a spending limit for each billing member listed. Each member limit must not exceed the account-level limit. 

  6. Click Save.

The House Account card expands to show a Member Limits section, listing each member's current usage against their allocated limit.

Member limit usage scenarios

Scenario A: Member limit reached before account limit 

The House Account limit is $500. Member A has a member-level limit of $150 and has spent $140. Member A can only avail services worth up to $10 more, even though the account still has an available balance. The individual limit is the binding constraint, not the account limit.

Scenario B: Account limit reached before member limit 

The House Account limit is $500. Member A has a limit of $300, and Member B has a limit of $300. Member A spends $300. Although Member B has only used $50 of their $300 limit, the account has only $200 remaining. Member B can avail services worth up to $200, not $250, as the account-level limit is the hard ceiling regardless of individual limits.

Scenario C: Wallet balance extends available credit 

The House Account limit is $500 with $480 in outstanding charges. Member A has a member-level limit of $150 and has spent $100. The account appears near its ceiling, but $60 in wallet balance offsets the gross due, bringing the effective outstanding balance to $420. Member A can still avail services worth up to $50 within their individual limit.

Scenario D: Member limit reduced below current usage 

Member A has a limit of $200 and has already spent $180. The front desk reduces the limit to $150. The system accepts the change and applies it to future charges only. Member A cannot post further charges until their balance drops below $150. The existing $180 in charges is not reversed.

Scenario E: Account limit reduced below an existing member limit 

The House Account limit is $500. Member A has a member-level limit of $400. The front desk reduces the account-level limit to $300. Since Member A's limit now exceeds the new account limit, Zenoti automatically adjusts it down to $300. No manual update is needed, but the front desk should verify member limits after any account-level limit change.

Considerations

  • Spend limits must be set for all billing members or none. Partial limit assignment blocks saving your changes until every member has a limit assigned or all limits are cleared. 

  • Individual member limits define how much each member can spend, but the account-level limit remains the overall ceiling for total spend across all members. Member limits can be set below a member's current outstanding balance. The limit applies to future charges only and does not affect charges already posted. 

  • Member limits that are set more than the reduced house account limit are automatically adjusted down to match the new value. 

  • Removal of the House Account limit removes all member limits as well, as member limits cannot exist independently. The Member Limits section no longer appears on the House Account section.

  • New members added to a house account with existing member limits must have a limit assigned before the configuration is complete. The House Account section displays a warning until this is resolved. 

  • Members removed from the House Account lose their individual spending limit. Charges they posted before removal remain part of the account balance and continue to count toward the account-level limit.

  • Add-on members who purchase their own membership and become independent account holders lose their spending limit on the primary House Account. Charges they posted before becoming independent remain on the primary account balance.

Disable House Account

If your organization no longer wants to use House Account, you must request deactivation through your assigned Zenoti representative. House Accounts cannot be disabled from within the Zenoti application.

Before you begin

Ensure that all House Account balances are fully settled before submitting the request. The House Account cannot be disabled while:

  • Guests have outstanding balances.

  • Active statement cycles remain open.

  • Payments are in a pending or processing state.

Post deactivation considerations

After the House Account feature is disabled:

  • House Account no longer appears as a payment method in POS.

  • New transactions cannot be posted to the House Account.

  • Historical statements remain available in the guest profile for reporting and audit purposes.

Disabling the House Account does not delete past financial records. The data can be accessed from past invoices and statements data.

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