Statements
Statements in Zenoti help businesses track and collect payments for House Account charges. Each statement reflects charges accumulated during a billing cycle and shows the amount due, payment status, and any carried-forward balance. Understanding statement statuses and lifecycle behavior helps ensure accurate billing and reconciliation.
Access Statements
To view a guest’s statements:
Click on the Guests tab from the left pane.
Select a guest from the list, and click the guest’s name to open the profile.
Select the Statements tab.
Scroll down in the guest profile to access the statements section. You can view both the Current Statement and Past Statements.
Select View to open a statement or select Email to receive the statement by email.
The Statements tab provides a snapshot of the guest’s current billing position. This section summarizes the guest’s live balance and updates automatically when invoices are posted, payments are recorded, or wallet funds are added.
Key areas for statements are listed below.
Gross Due: Includes the total value of all unpaid transactions added to the guest’s House Account. This covers services, products, membership dues, and any other charges, such as rolled-over dues that remain unsettled.
Wallet Balance: Shows the available prepaid credit on the guest’s account. The system automatically applies wallet funds toward outstanding House Account balances during statement processing.
Net Due: Represents the amount the guest must pay after applying the wallet credit. Net Due reflects the current payable balance and updates as wallet funds or payments are added.
Net Due = Gross Due – Wallet Balance
Maximum Allowed Balance: Defines the spending limit configured for the guest’s House Account. When Gross Due reaches this limit, the system blocks additional transactions from posting to the House Account until the outstanding amount decreases.
Payment Type: Identifies the payment method saved in the guest profile for settling House Account balances. Saving a payment method does not trigger an automatic charge. Scroll down in the guest profile to access the statements section. You can view both the Current Statement and Past Statements. Select View to open a statement or select Email to receive the statement by email.
Wallet in House Accounts
The wallet functions as prepaid credit and is automatically applied toward outstanding House Account balances during statement processing. The wallet does not replace the House Account. Instead, it offsets the amount due before the final statement balance is calculated.
Top up Wallet Balance
Front desk staff can add funds to the wallet of a member from the guest profile.
1. Access the required guest profile.
Go to the Statements tab.
Select the Add wallet balance option to add funds to the guest’s wallet.
Use the preferred payment option in the POS to complete the payment.
Wallet rules and considerations
Wallet balance cannot be negative.
Wallet funds are applied automatically when a statement is generated or closed.
The wallet application is not optional. The available wallet balance is always used toward the outstanding amount.
Wallet deductions appear in the statement as a separate line item labeled Payment on Account.
If wallet funds fully cover the balance, the statement may reflect a zero or credit position. If wallet funds are insufficient, the remaining amount continues as payable.
Read a Statement
A generated House Account statement summarizes a guest’s billing activity for a defined cycle. The statement follows a standard structure, but its labels and layout elements can be customized to meet business requirements.
Statement configuration is managed by Zenoti representatives. There is no option to modify statement labels or macro mappings directly from the application.
Statement structure
Each generated statement consists of three main sections:
Header
Transaction Details
Footer with Balance Summary and Aging
The structure remains consistent. The content and labels displayed within the header and footer can be configured upon request.
Header section
The header identifies the guest and the billing cycle. It typically includes:
Guest name and address
Member number, if applicable
Statement date
Billing period start and end dates
Due date
High-level balance indicators
These values populate automatically when the statement is generated.
The text labels shown in this section can be customized. The underlying values are populated using predefined macros.
Transaction details
The transaction section lists all invoices closed using House Account during the billing cycle.
Each entry may include:
Transaction date
Description
Associated member
Charge amount
This section is automated and reflects POS activity during the cycle. Transaction data cannot be edited within the statement.
Footer section
The footer summarizes how the final payable amount is calculated. It may include:
Previous balance
New charges
Payments received
Wallet application (displayed as Payment on Account)
Late fees
Net Due
Aging breakdown
Unpaid balances move into aging buckets automatically as billing cycles progress.
Statement Aging
Aged balance breakdown
Aging categorizes unpaid balances based on how long they remain outstanding across billing cycles. It provides visibility into overdue amounts and helps track how balances move forward when they are not settled within the original cycle.
When a statement remains unpaid at the end of a billing cycle, the outstanding amount moves into the next aging bucket in the subsequent cycle.
Aging Buckets
If aging is enabled, the statement may display balances under the following categories:
0 Cycle Due (Current) – Amount billed in the current cycle that is not yet overdue.
1 Cycle/2 Cycles/3+ Cycles Due: The subsequent cycles can be tied to da uration such as 30 Days / 60 Days / 90 Days, or as per business requirements. Past-due amounts are grouped by how long they have remained unpaid. These categories help both the club and the member track delinquency.
Late Fee: Any penalties applied due to overdue balances. If no late fee appears, it means no penalties have been assessed at the time of statement generation. Late fees from prior cycles move into the relevant aging bucket in the next billing cycle.
The aged balance section categorizes unpaid amounts based on how long they have been outstanding. Unpaid balances are carried forward to the next statement. The carried-forward amount:
Contributes to the opening balance for the next cycle
Appears in the appropriate aging category
Subject to late fee calculation based on configuration. To enable or disable late fee calculation, please contact your Zenoti representative.
If payment is made after aging has occurred, the system adjusts the corresponding aging bucket automatically.
Label Customization and Macro Mapping
While the financial calculations remain system-controlled, display labels in the header and footer can be updated through backend configuration. To make changes to these labels, please contact your Zenoti representative.
Each dynamic value in the statement maps to a predefined statement macro. The macro determines the value that appears. The label next to that value can be customized.
For example:
The statement macro GrossPreviousBalance may be labeled as “Gross Previous Balance.”
The statement macro BalanceForwarded may be labeled as “Previous Balance.”
A business may choose to display GuestCode but label it as “Customer Number” or “Account Code.”
Macros for Statements
A statement macro is a predefined variable that pulls calculated data into a statement. Each statement macro represents a specific value, such as balance, date, guest detail, payment amount, or aging total. When a statement is generated, the system replaces the macro with the corresponding real-time value. The following macros are available for use in House Account statements:
Statement Macro | Definition |
|---|---|
[GuestCode] | The unique identifier assigned to the guest in Zenoti. This value is system-generated and can be relabeled in the statement template. |
[StatementDate] | The date on which the statement is generated after the billing cycle ends. |
[StatementStartDate] | The beginning date of the billing cycle for which transactions are included in the statement. |
[StatementEndDate] | The last date of the billing cycle covered in the statement before generation. |
[DueDate] | The payment due date is calculated based on the configured cycle and due period. Late fees are triggered after this date if payment is not received. |
[StatementAmount] | The total calculated statement amount for the billing cycle before considering payments already made. |
[StatementAmountPaid] | The cumulative amount paid toward the statement during the cycle. |
[GuestName] | The full name of the guest as recorded in the profile. |
[BalanceDue] | The outstanding balance payable at the time of statement generation, after applying payments and wallet adjustments. |
[MemberNumber] | The membership number associated with the guest (if applicable). |
[GrossDue] | The total charges for the billing cycle before deducting wallet redemptions or applied payments. |
[WalletBalance] | The available prepaid wallet balance at the time the statement is generated. Wallet is automatically applied toward dues. |
[NetDue] | The final payable amount after wallet deductions and payments is applied. |
[BalanceForwarded] | The unpaid balance cis arried forward from the previous billing cycle. Often labeled as “Previous Balance.” |
[0_cycle_due] | The amount due for the current billing cycle (not yet aged). Appears under the Current aging column. |
[1_cycle_due] | The amount overdue by one billing cycle. Appears under the 30-day aging bucket (or equivalent based on cycle configuration). |
[2_cycles_due] | The amount overdue by two billing cycles. Typically corresponds to 60-day aging. |
[3+_cycles_due] | The amount overdue by three or more billing cycles (90+ days). |
[Total_Late_fees] | The total late fees applied to the statement across all aging buckets. |
[Carriedover_0_cycle_due] | Current-cycle unpaid amount that will move to the next statement if not paid. |
[Carriedover_1_cycle_due] | One-cycle overdue amount that is carried forward into the next cycle. |
[Carriedover_2_cycles_due] | Two-cycle overdue amount carried forward. |
[Carriedover_3+_cycles_due] | Three-or-more-cycle overdue amount carried forward into subsequent cycles. |
[Current_Late_fees] | Late fees are calculated during the current billing cycle based on the unpaid amount after the due date. |
[GuestCity] | City listed in the guest’s address. |
[GuestState] | State or province listed in the guest’s address. |
[GuestCountry] | Country listed in the guest’s address. |
[GuestZipcode] | Postal or ZIP code listed in the guest’s address. |
[GrossPreviousBalance] | The full previous balance before new cycle charges are added. Confirmed in the statement balance summary layout. |
[PaymentsMade] | Total payments recorded during the billing cycle. Reflected in the balance summary section. |
[CurrentRedemptions] | Wallet or credit redemptions applied during the billing cycle prior to final net calculation. |
[PendingTransactions] | Transactions posted but not yet finalized at the time of statement generation (if applicable to the configuration). |
Important
Macros used in notification templates are different from macros used in House Account statements. Notification macros are designed for email and SMS templates and pull event-specific data such as payment status, invoice number, or statement generation details. Statement macros are used within the statement document itself and populate billing cycle values such as Gross Due, Net Due, aging buckets, and carry-forward balances. These two macro sets are not interchangeable. A macro available in a statement template may not be available in a notification template, and vice versa.
Statement Statuses
The following statement statuses reflect payment behavior across billing cycles.
Not Paid/Due: Indicates that no payment has been applied to the statement. The full Net Due remains outstanding and continues to age until payment is received. Not paid status appears for front desk staff and other business employees, whereas Due status is visible to the guest only on the Webstore and CMA endpoints.
Partially Paid: Indicates that payment has been applied, but an outstanding balance remains. The remaining amount continues to age and may incur late fees based on configuration.
Paid: Indicates that the full Net Due has been settled. No outstanding balance remains for that billing cycle.
Moved: The full unpaid balance is rolled forward to the next billing cycle due to non-payment. The original statement no longer carries the active balance; instead, the amount appears in the subsequent statement and aging bucket.
Partially Moved: A portion of the statement was paid, and the remaining unpaid balance is rolled forward to the next billing cycle. The paid portion remains recorded in the original statement, while the unpaid portion contributes to the next cycle’s opening balance.
Processing: Indicates that a payment has been initiated but has not yet been confirmed (for example, ACH transactions pending settlement). During this state, the system waits for confirmation before updating the statement to Paid or Partially Paid. Until confirmation completes, the balance remains temporarily unsettled.
Statement Lifecycle
When House Accounts are enabled, statements follow a defined lifecycle from charge accumulation to settlement and aging.
Billing Cycle
Zenoti tracks all transactions closed using House Account within a configured billing cycle. These transactions may include services, products, memberships, and any deferred payments.
At the end of the billing cycle, Zenoti prepares the statement based on your organization’s configured generation schedule. If no outstanding balance exists, a statement may still generate for record purposes depending on configuration.
Statement Generation
Zenoti generates the statement on the configured generation date after the billing cycle ends. The statement generated reflects:
Balance carried forward from previous cycles
New charges posted during the cycle
Payments received
Wallet application
Late fees, if applicable
Net Due for the completed cycle
Net Due represents the payable balance after wallet adjustments. Once generated, the statement status reflects its settlement position and aging begins based on the due date.
Statement Sweep and Movement
At the end of the due period, a scheduled statement sweep evaluates unpaid balances.
If a balance remains unpaid:
The amount moves into the next billing cycle.
Aging buckets update automatically.
Late fees apply based on configured rules.
If a payment is pending during the sweep, the sweep treats the statement as unpaid for that cycle. If the payment later succeeds, the collected amount and any applied late fee are credited to the wallet.
Payment for a generated statement
Businesses can collect payments for generated statements using multiple methods.
Credit Card or ACH Payment
The business can attempt to charge the saved card or configured payment method on or before the due date, only after the statement is generated. If the payment succeeds, the statement status updates to Paid. If the payment fails, the failure notification triggers and decline fees may apply.
Payment with Wallet Balance
If the guest has funds available in the wallet:
The available wallet balance applies automatically toward the statement.
The statement closes as Paid if the wallet balance covers the full amount.
The statement remains Partially Paid if the wallet balance is insufficient, and the remaining balance stays outstanding.
The wallet application appears as Payment on Account in the statement.
Bulk Charge from the Statements Report
Businesses can charge multiple guests for their respective pending or unpaid statements in bulk using the Statements Report. This option is typically used for manual collections.
Payment from Webstore
Guests can log in to the Webstore and settle their statements using available payment options. When paying from the Webstore:
Guests can select the statement and pay the outstanding amount.
The payment reflects immediately against the statement balance.
The statement status updates based on the payment amount.
Paying more than the due amount
If a guest pays more than the outstanding Net Due
The excess amount is credited to the guest’s wallet balance.
The wallet balance is applied automatically to future statements.
Advance payment before statement generation
If a guest makes a payment from the Webstore before the statement is generated:
The payment is credited to the wallet.
During statement generation, the wallet balance offsets the charges.
The Net Due reflects the adjusted balance after the wallet application.
This allows guests to prepay or settle dues in advance without waiting for statement generation.
Statement Sweep from the Pending State
A statement sweep occurs when a statement is not paid by its due date. During the sweep, the unpaid statement balance moves to the next billing cycle. If late fees are configured, the system may apply them to the outstanding amount. Guests can clear the carried-forward balance when they pay the next statement.
Behavior during a statement sweep with a pending payment
A statement sweep runs at the end of a billing cycle to evaluate unpaid balances, apply aging rules, and move outstanding amounts into the next cycle. If a payment is in a pending state at the time of the sweep, it is not considered a successful settlement for that cycle.
During the sweep:
Carries the outstanding balance forward to the next statement.
Applies a late fee to the unpaid amount based on the configured late fee rules.
Processes the statement as unpaid for that billing cycle.
If the pending payment is later confirmed as successful:
Refunds the collected amount to the guest’s wallet balance.
Credits any late fee applied during the sweep back to the wallet to maintain accurate financial reconciliation.
This behavior ensures that aging and late fee calculations follow billing timelines, while still correcting the balance once payment confirmation is received.
Statement Notifications
House Account notifications inform guests about statement generation and payment details. You can configure email and SMS templates to notify guests when a billing statement is generated and share relevant payment information.
These notifications use predefined macros to dynamically insert guest and statement details at the time the message is sent.
Generated Statement Reminder
Statement Failure Collection Reminder
Statement Movement Reminder
Statement Success Collection Reminder
Statement behavior after merging Guest Profiles
When Guest A is merged into Guest B, Zenoti consolidates the financial records of both profiles under Guest B’s profile, which becomes the active and retained record. Guest B’s profile continues to be used for all future transactions and statements. Guest A’s profile becomes inactive, and its historical statement data is preserved and made accessible from Guest B’s profile.
Statement status after merge
Paid statements
Zenoti shows previously paid statements from both guests under the retained profile for reference.
Zenoti does not change historical statement totals, billing periods, or payment records.
Unpaid statements
Zenoti keeps unpaid statements from each guest as separate statements after the merge.
You can pay each unpaid statement independently from the retained profile.
The merge does not combine two unpaid statements into one historical statement.
Unbilled dues
Zenoti adds the unbilled amount to the existing dues for the guest profile retained after the merge.
All unbilled dues are combined into the statement upon generation.
Statement visibility after merge
Statement History
Zenoti displays statements from both guests under the retained profile.
The two histories remain distinct, so you may see statements that look similar across both sets.
Duplicate statement names
If both guests have statements for the same cycle, Zenoti may show duplicate statement names after the merge. This is expected behavior because Zenoti preserves both statement records.
New statement generation
Zenoti generates future statements only for the retained profile.
Any House Account transactions that have not yet been rolled into a statement appear under the retained profile after the merge.