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Campflow Help

Payments Overview

Campflow handles everything related to money — from tracking what each family owes, to recording payments, to sending statements. Here is a quick tour of how payments and billing work across the system.

Where to Find Things

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  • Income page — Your main hub for all incoming money. Open it from the Income link in the sidebar. It shows summary tiles at the top (income received, expenses, remaining balance) and two tabs: Incoming Payments (a list of every payment) and Billed (a list of every charge).
  • Family detail page — When you open a specific family, you will see their charges, payments, balance, saved payment methods, and Autopay schedules all in one place.
  • Autopay page — A dedicated page (also in the sidebar) for managing all automated payment schedules across families.
  • Financial page — Where you track camp expenses, budget categories, and transactions.

How Billing Works

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Every family has an invoice for each season. When you add a camper, Campflow automatically creates charges on the family’s invoice based on pricing, fees, and any discounts. These charges show up in the family ledger and on the Billed tab of the Income page.

Payments reduce the family’s balance. You can record payments manually, accept online payments through credit card or ACH, or set up Autopay so payments happen automatically on a schedule.

Payment Statuses

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Every payment in Campflow has a status:

  • Accepted — The payment has been received and confirmed. It counts toward the family’s balance.
  • Pending — The payment is in process but not yet confirmed (common with ACH transfers and checks).
  • Promised — The family said they will pay, but the money has not been received yet.
  • Failed — The payment was attempted but did not go through (declined card, insufficient funds, etc.).
  • Voided — The payment was cancelled before it settled.

Only Accepted payments reduce the family’s balance. Pending and Promised payments are tracked but do not affect what the family owes.

Payment Methods

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Campflow supports several payment methods. Your camp chooses which ones to accept in Settings:

  • Credit Card — Processed online instantly through your payment processor.
  • ACH (Bank Account) — Electronic bank transfers, which typically take a few days to settle.
  • Check — Recorded manually. You can optionally upload images of the check.
  • Cash — Recorded manually.
  • Zelle — Recorded with an optional transaction screenshot and confirmation number.
  • Matbia — A charity card payment method.
  • Other — A catch-all for any payment method not listed above.
Section titled “Related Articles”

The rest of this section goes deeper into each part of the payment system: