How It Works
Every membership has a bill date—the day of the month when billing runs. The Valid Until date is always the day before the next bill date.| Bill Date | Payment On | Valid Until |
|---|---|---|
| 15th | January 15, 2025 | February 14, 2025 |
| 1st | March 1, 2025 | March 31, 2025 |
| 20th | September 20, 2025 | October 19, 2025 |
Payment Failures
When a payment fails:- Valid Until does not change
- The system retries billing automatically
- Since Valid Until has already passed, access remains restricted until payment succeeds
Cancellations
When a member cancels:- Valid Until does not change
- The member continues washing until Valid Until passes
- No further billing occurs
- After Valid Until passes, the membership becomes inactive
Example
A member with a bill date of the 15th pays on January 15th (Valid Until: February 14th). If they cancel on January 20th:- They can still wash through February 14th
- They will not be charged on February 15th
- Their membership ends after February 14th
Prepaid Memberships
For prepaid memberships, Valid Until equals purchase date plus prepaid duration. A 3-month prepaid membership purchased on January 1st has a Valid Until of April 1st.Troubleshooting
”Why wasn’t my customer billed this month?”
If Valid Until is still in the future, billing is skipped automatically. This prevents double-charging. Check their Valid Until date—if it hasn’t passed, they’re still in the current billing cycle.”A customer says they paid but can’t wash”
Check:- Was the payment successful? (See payment history)
- Is Valid Until in the future?
- Is their subscription status “active”?
”When will a customer be billed next?”
Check their bill date in month setting. They’ll be billed on that day once Valid Until passes. If bill date is the 31st and the next month has fewer days, billing runs on the last day of that month.”Can I change a customer’s Valid Until date?”
Valid Until is managed automatically by the billing system. Manual changes are not recommended as they can cause billing issues. Users with sufficient permissions can extend memberships in CRM > Customer Profile > Vehicle > Subscription.
Reference
Timeline
Key Points
- Valid Until = Bill Date minus 1 day (of the following month)
- Billing only runs if Valid Until has passed
- Failed payments don’t change Valid Until (allows grace period for retries)
- All times use your car wash’s configured timezone
Prepaid vs Monthly
| Type | Valid Until Calculation |
|---|---|
| Monthly | Day before next bill date |
| Prepaid | Purchase date + prepaid duration |