Member billing for concierge teams, without the spreadsheet
MyRolodex handles member billing for concierge teams in the same place you manage requests: membership dues, vendor costs passed through, your service fees, cards on file and one clear statement for every member.
The Aldine family
- Membership duesQuarterly, Founders tier$4,500.00
- Dinner at Maison VerrePass-through, party of four$1,240.00
- Service fee10% on dining$124.00
- Flowers for SophiePass-through, usual florist$310.00
Billing is where concierge revenue quietly leaks
A single request can involve a restaurant deposit, a florist, a car service and your own fee. When those costs live in emails and a separate accounting file, some never make it onto the member’s bill, and the ones that do arrive weeks late with no context.
Members notice too. A statement that just says “Services” invites a phone call. One that lists the dinner, the flowers and the fee, each tied to a request they remember, gets paid without a second thought.
From booking to paid statement
- 1
Costs are captured on the request
When Camille books Maison Verre, the deposit and the final bill are attached to the dining request, with your service fee or markup applied automatically.
- 2
Charges roll up per member
Every request’s costs, plus membership dues for the member’s tier, collect on their account. A family like the Moreaus can share one account and one statement.
- 3
A statement goes out in your name
At month end, or after a large booking, MyRolodex prepares an itemized statement for review. Approve it and it’s emailed and appears in the member app.
- 4
Payment is collected and reconciled
Cards and bank accounts on file are charged with auto-pay, or members pay by link. Payments, refunds and vendor commissions reconcile to the same records your accountant sees.
What member billing includes
- Membership dues and tiers
- Annual, quarterly or monthly dues by tier, with automatic renewals, proration when a member changes tier, and reminders before a card on file expires.
- Pass-through costs and service fees
- Bill vendor costs at cost, with a markup, or with a flat or percentage service fee, set per member, per tier or per type of request.
- Cards and bank accounts on file
- Stored in the secure vault and charged with the member’s permission, with auto-pay for statements and pre-authorizations for large bookings like villas or charters.
- Statements members understand
- One statement per member or family, itemized by request and carrying your branding, also available in the member app next to their upcoming plans.
- Member billing software that talks to your books
- Export invoices, payments and commissions to QuickBooks or Xero, so your accountant works from exactly the same numbers as your concierge team.
- Multiple currencies
- Bookings in euros or pounds are billed clearly, showing the original amount and the converted total, so a summer in Saint-Tropez doesn’t become a puzzle.
Works well with
- Request managementEvery dining, travel, event and gifting request, with an owner and status.Learn more about request management
- Vendor managementVendor contacts, negotiated rates and commission, kept by your company.Learn more about vendor management
- ReportingResponse times, workload, request volume and vendor commission, with no spreadsheets.Learn more about reporting
Billing and payments: common questions
Anything else, write to hello@myrolodexcrm.com.
Can we bill some members a markup and others a flat fee?
Yes. Fee rules can be set by membership tier, by individual member or by request type. A founding member might pay costs only while others pay a percentage on dining and travel. The right rule is applied automatically when costs are added to a request.
Do members have to pay through MyRolodex?
No. Many teams charge cards on file with auto-pay, but you can also send payment links or record payments made by bank transfer or check. Every payment, however it arrives, is matched to the right statement.
How do deposits for large bookings work?
For a yacht charter or a villa, you can take a deposit or place a pre-authorization on the member’s card before confirming with the vendor. The deposit is credited on the final statement, so members only ever see the true balance.
Will this replace our accounting software?
No, it feeds it. MyRolodex handles member billing and collections, then exports invoices, payments and commissions to QuickBooks or Xero. Your accountant keeps the general ledger without retyping anything.
Can members see their balance in the app?
Yes. Statements, open balances and payment history appear in the member app under your brand, and members can update their card or settle a balance there in a couple of taps.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com