Create a corporate account
A corporate account is the billing entity used for an external company that pays for memberships sold by the business. The account is set up at the organization level. The profile stores the company's contact details and one saved payment method. Each account has its own house account and statement cycle, so the company is billed and tracked as a separate party in Zenoti. After the account is created, administrators link it to the memberships the company pays for and set the amount due per fee component on each one. The configured share is then applied to every applicable recurring collection on the membership.
To create a corporate account, follow these steps:
At the organization level, click the Configurations icon.
Navigate to Payments.
Under Custom payments, select Corporate accounts for memberships.
On the Corporate accounts for memberships page, click Add.
On the General tab, enter the corporate profile details. Fields marked with an asterisk are required.
In the Payment Accounts section, add the corporation’s payment method.
Click Save.
Note
After the corporate account is saved, the Details tab becomes active. Use the Details tab to monitor statements, open invoices, and notification history.
General tab
The General tab captures the company’s identity, contact details, communication preferences, and the payment method that Zenoti charges for the corporate share of each invoice. The tab is divided into the profile fields, the Preference section, the Transactional Messages section, and the Payment Accounts section.
Field | Description |
Name | Identifies the company across the platform. The value appears on invoices, statements, and the custom payment selection list at the point of sale. Use the legal or trading name to avoid mismatches with the company’s accounting records. This is a required field. |
Active | Controls whether the corporate account is available for use. Set to Yes to make the account available at the point of sale and during membership configuration. Set to No to retire the account without losing its history. Existing associations and statements remain intact, but the account is hidden from new selections. |
Description | Internal note about the organization. Record information that helps staff identify the account, such as the partnership owner, the agreement reference, or the contract terms. The description is not shown to members or printed on invoices. This is a required field. |
Destination address for transactional messages, including statement notifications and payment reminders. Use a monitored mailbox at the company, typically a finance or HR contact, since billing communication is routed here. This is a required field. | |
Phone | Primary contact number. Use the country selector to set the dialing code. The selector controls the format that Zenoti applies to the number. This is a required field. |
Address1 | First line of the billing address. The address printed on statements is built from Address1, Address2, City, State, Country, and ZIP Code. This is a required field. |
Address2 | Second line of the billing address, for suite numbers, floor, or building name. This is an optional field. |
City | City of the billing address. This is a required field. |
Country | Country of the billing address. The selection determines which states are available in the State list. This is a required field. |
State | State or province of the billing address, selected from the list of states for the chosen country. This is a required field. |
State other | Free-text field used when the country is not in the supported state list. Enter the state, province, or region as it should appear on the statement. This is an optional field. |
ZIP Code | Postal code of the billing address. This is a required field. |
Field | Description |
Preference Center | Anchors the corporate account to a specific center for reporting and operational context. Statements, notifications, and the center attribution on invoices raised against the account use this center as the default. Set this to the center that owns the relationship. If the company operates across multiple centers, select the center that handles reconciliation and billing. |
Controls which channels Zenoti uses to deliver statements, payment reminders, and other automated billing messages. Select Email, SMS, or both.
Field | Description |
Sends transactional messages to the address entered in the Email field. Select this option for statement delivery, since statements include attachments and formatting that are best delivered by email. | |
SMS | Sends transactional messages as text messages to the number entered in the Phone field. Select this option for short reminders, such as payment due alerts and decline notices. |
Stores the saved card that Zenoti charges for the corporate share of each invoice raised against the account. The card is charged automatically when these invoices are collected, without prompting the company to authorize each charge.
To add a payment record, select the payment type from the dropdown and enter the card details. After saving, the record appears in the table with the columns described below.
Field | Description |
Change | Replaces the existing card with a new one. Use this action when the company issues a new card, when the existing card is approaching expiry, or when the billing address on the saved card changes. The previous card is removed from the account when the replacement is saved. |
[Name]’s Details | Masked card identifier for the saved card, such as the card brand and last four digits. The column header substitutes the company’s name. For example, an account named Zen Corpo shows the column as Zen Corpo’s Details. |
Source | Origin of the saved card record. Indicates whether the card was added directly through the corporate account or captured through another flow. Use this column to distinguish between manually entered cards and cards added through other means. |
Expiry | Expiry month and year of the saved card. Monitor this column ahead of expiry to avoid declines on collection attempts. Replace the card before the expiry date passes. |
Owner | Cardholder name as recorded on the card. This is typically a finance contact at the company or the legal entity name when the card is issued in the company’s name. |
Billing Address | Address on file with the card issuer for the saved card. Used by the payment processor for address verification (AVS) on each charge. The billing address can differ from the profile address on the General tab. |
Note
A corporate account stores one saved card at a time. To switch the card on file, use the Change action to replace the existing record. The new card takes effect immediately for subsequent collections.
Corporate account details
The Details tab on a saved corporate account is the working view for tracking billing activity. The tab has three sub-tabs: Statements, Open, and Notifications.
The Statements sub-tab is the primary view for monitoring the financial activity of a corporate account. It displays two summary sections at the top, followed by the current statement and a list of past statements.
Wallet section
Shows the prepaid balance held in the wallet. The wallet balance can be applied against future invoices raised against the account before the saved card is charged.
Field | Description |
Available Balance | Wallet balance currently available. Click the amount to open the wallet history and view how the balance was accumulated and consumed. |
Add wallet balance | Credits funds to the wallet. Use this action when the company prepays a deposit or remits an advance ahead of the next billing cycle. Wallet credits are consumed before the saved card is charged. |
House Account section
Shows the outstanding balance owed and the payment method on file for settling that balance. The values in this section update as new invoices are raised against the account and as collections succeed.
Field | Description |
Gross Due | Total amount owed before any wallet credits or adjustments are applied. Click the amount to view the underlying transactions that make up the total. |
Net Due | Net amount owed after wallet credits and adjustments are applied to the gross due. This is the amount Zenoti attempts to collect on the next charge. |
Payment Type | Saved payment method that Zenoti uses to settle the house account balance. Displays N/A when no payment method is stored. Until a payment method is configured, automatic collection cannot run. |
Change | Replaces the saved payment method on the house account. Use this action when the company issues a new card or wants to use a different account for settlement. |
Remove | Removes the saved payment method from the house account. After removal, a new payment method must be added before the next collection attempt. |
Current Statement and Past Statements
Below the summary sections, the Statements sub-tab lists the current statement followed by past statements in reverse chronological order. Each statement entry uses the same layout. The current statement covers the active billing cycle. Past statements cover billing cycles that have closed.
Field | Description |
Billing period | Start and end dates of the statement cycle, displayed as the statement header. The dates align with the statement cycle configured for the organization. |
Show Invoice | Opens the underlying invoice for the statement period in a new view. Use this link to inspect the line items that make up the statement amount. |
Due Date | Date by which the statement must be settled. After this date, the statement becomes overdue and is eligible for late fee application or movement to the next cycle. |
Statement amount | Total amount billed for the statement period, including any membership fees, late fees carried forward, and other charges raised against the account during the cycle. |
Total amount paid | Cumulative amount collected against the statement so far. Updates as collection attempts succeed. |
Last payment made | Date and amount of the most recent payment recorded against the statement. Displays N/A when no payment has been collected for the cycle. |
Late fee | A late fee is applied to the statement when the due date is missed, or the balance is moved to the next cycle. The value follows the late fee rule configured for the organization. |
Decline fee | Fee charged when the payment processor declines a collection attempt. The value follows the decline fee rule configured for the organization. |
Payment status | Settlement status of the statement. See Payment status values for the supported values and their meaning. |
View | Opens the full statement for the period, including the line-item breakdown, applied fees, and current balance. |
Sends the statement as a PDF to the registered email address on the account. Use this action to share the statement on demand outside the scheduled notification. |
Payment status values
Field | Description |
Moved | The outstanding balance from this statement period was rolled into the next billing cycle because the due date passed without settlement. A late fee is applied to the rolled-over amount, and a Statement Movement Reminder notification is sent that identifies the unpaid amount and the guest associated with the original charge. |
Paid | The statement is settled in full. No further collection attempts are required for this period. |
Pending | Payment processing is in progress. The status updates to Paid or Failed once the payment processor returns a result. |
Failed | The payment processor declined the collection attempt. Review the saved payment method, replace the card if it has expired, and retry the collection. |
Note: When a statement’s payment status is Moved, overdue bills are added to the current billing cycle, and a late fee is applied. The Statement Movement Reminder includes the updated due amount, the late fee, and the guest ID associated with the overdue bill.
The Open sub-tab lists invoices on the account that are not fully settled. Use this view to identify outstanding balances that have not yet been bundled into a statement, and to take action on individual unpaid invoices before the next statement cycle closes.
Field | Description |
Invoice No | Unique identifier for the invoice. Use this number to cross-reference the invoice in other reports and audit trails. |
Service Date | Date on which the underlying service or membership charge was incurred. This is the date the line items on the invoice were redeemed or sold. |
Invoice Date | Date on which the invoice was generated. The invoice date determines which statement cycle the invoice falls into. |
Items | Line items on the invoice, such as the membership name and any associated fees. Use this column to confirm what is being charged. |
Total | Total amount on the invoice, including all line items, taxes, and fees. |
Paid | Amount collected against the invoice so far. May be less than the total when partial payments have been applied. |
Due | The outstanding balance on the invoice is calculated as the total amount minus the amount paid. |
Payment Method | The payment method applied to the invoice for any payments collected so far. Displays the saved card or other custom payment used for collection. |
Center Name | The center where the invoice was raised. Use this column when the account is associated with multiple centers and the business needs to attribute the invoice to a specific location. |
The Notifications sub-tab shows a log of automated messages sent to the account. Use this view to confirm whether billing reminders were received, to preview the exact content delivered, and to investigate failed deliveries.
Field | Description |
Template | Notification template used to generate the message. Common templates include Statement Movement Reminder and Generated Statement Reminder. |
Status | Delivery status of the notification, such as Sent. Use this column to identify deliveries that were attempted but did not succeed. |
Reason | Trigger that caused the notification to be sent, such as a generated statement or an overdue balance. Use this column to understand why a particular message went out. |
Sent On | Date and time the notification was dispatched, in the center’s local time. |
Type | Channel used to deliver the notification. Email or SMS, based on the channels selected in the Transactional Messages section of the General tab. |
Message | Click the preview icon to open the rendered notification content in a preview window. Use this action to confirm the exact text, balance, and fee values that were delivered. |
Invoice No | Invoice associated with the notification, if applicable. Notifications tied to a specific statement period reference the underlying invoice for traceability. |
Notification
Field | Description |
Statement Movement Reminder | Sent when overdue bills are moved into the current billing cycle. The notification states the updated due amount, any late fee applied, and the guest ID associated with the overdue bill so the company can identify the underlying charge. |
Generated Statement Reminder | Sent when a new billing statement is generated. The notification confirms that a new statement is available and prompts settlement of the outstanding balance before the due date. |