How to Manage Payment Installments for Invoices

Intro

Managing large invoice amounts can be a burden for families. BallersBook helps by automatically suggesting installment plans (2, 3, or 4 payments) based on the total invoice amount. This guide explains how those suggestions work and how you (as an admin) or a parent can adjust them before finalizing a payment schedule.

The exact rules for when 2, 3, or 4 installments are suggested are configurable by your club. You can change the thresholds or override suggestions for individual invoices. Parents can also choose a different plan when paying.

Prerequisites

• An active Admin or Finance role in your BallersBook account (to customize global rules).
• At least one season with players enrolled (invoices are created per season/player combination).
• The Finance module enabled for your club (contact support if you don’t see it).

Step-by-step

1. Set up installment suggestion rules (Club Admin)

1. In the navigation bar, click Finance → Settings (gear icon in the top right).
2. Under Payment Installments, locate the section Automatic Suggestion Rules.
3. For each amount range, set the suggested number of installments:

• Amount 0 - $99: 1 payment (not split)
• Amount $100 - $299: 2 payments suggested
• Amount $300 - $599: 3 payments suggested
• Amount $600+: 4 payments suggested

4. Click Save Rules.

2. Apply installments to an invoice (Admin)

1. Go to Finance → Invoices.
2. Click Create New Invoice.
3. Select the Season, Player, and enter the Amount.
4. In the Payment Plan field, BallersBook will automatically suggest a number of installments based on your club’s rules. You can override it by clicking the dropdown and choosing 2, 3, or 4 payments.
5. Click Generate Invoice.

The system will create equal installments (e.g., 3 payments of $100 for a $300 invoice) and assign due dates based on the invoice creation date plus the season’s period. You can adjust due dates later.

3. Parent customizes installment plan (Parent Portal)

Parents can change the installment plan for an invoice they are paying.

1. Log in to the parent portal (or click the payment link sent via email).
2. Find the invoice under My Invoices.
3. Click View Details or Pay Now.
4. Under Payment Schedule, you will see the suggested installments. Click Change Plan.
5. Select a different number of payments (2, 3, or 4) and click Apply.
6. The new schedule appears. Review the amounts and dates, then proceed to pay the first installment.

💡 Tip: Changing the plan does not alter the total invoice amount - only how it is split.

Tips & Pitfalls

• If you change the global suggestion rules, existing invoices are not affected. Only new invoices will use the updated rules.
• Parents can only choose from plans that divide the total evenly (e.g., $100 can be split into 2 payments of $50, but 3 payments of $33.33 may be allowed if your club permits partial cents).
• After the first installment is paid, you cannot change the plan for the remaining balance. Contact your club admin if a change is needed.
• The automatic suggestion rules are not tied to any specific season or group - they apply club-wide. For different rules per season, you would need to manually override each invoice.

Summary

BallersBook’s installment suggestion feature saves time by automatically proposing 2, 3, or 4 payments based on the invoice amount. As an admin, you can customize the amount thresholds that trigger each suggestion. Parents can also choose a different plan before their first payment. For advanced customization (e.g., per season or per group), you can manually override suggestions on individual invoices. Next, consider setting up automated payment reminders for each installment due date.