Member balance

What it is

Your member balance is what you owe the syndicate right now. It is the signed sum of every unpaid transaction on your ledger: usage charges, event charges, shortfalls, periodic dues, cash-call charges, expense credits, loans you made to the syndicate, recorded payments, manual adjustments, reversals, and money owed back to you for a card refund that did not reach you.

Everything counts from the moment it is posted. A cash call whose due date has not arrived has not been posted: it is a notice of your share, shown on its own as Not due yet. On its due date your share is posted to your balance as an ordinary charge.

A positive balance means you owe the syndicate money. A negative balance means the syndicate owes you.

Each syndicate you are a member of has its own balance. Balances on the home shell shows all of them in one place.

The same figure everywhere

Your balance is shown the same way wherever it appears: on the balance screen, on the My Balance card on a syndicate’s Dashboard, on each syndicate’s card on the Balances tab, and on the home-screen widget. The main figure is what is due now. Credit is never taken off it, because credit is used only when you choose it: if you owe £50.00 and hold £120.00 of credit, every one of them shows £50.00 due, the word due in small text after the figure on the same line, with Credit: £120.00 on its own line beneath, never £70.00 in credit. Beneath the figure, small grey lines appear only when they apply: Credit: £X, Pending: £X (flights logged but not yet billed) and Not due yet: £X (cash calls not yet due). With credit and nothing owed, the figure is your credit, with In credit above it; with nothing either way, Settled sits above the figure.

The Balances tab’s Total due adds up what is due in each syndicate, again without taking credit off, so it does not say All settled while anything is owed. The Dashboard card also names any expense claims waiting for approval on a line of their own, which opens My Expenses; each card on the Balances tab shows the credit line only, and the widget shows Credit and Pending but no Not due yet line; the balance screen shows them all.

Who can use it

Member: reads their own balance.
Admin (a treasurer needs the admin role): reads every member’s balance; records manual payments, adjustments, and reversals.

Where to find it

Member balance (one syndicate): /syndicates/:syndicateId/balance.
Balances (all syndicates): tab on the home shell.

The app bar of the balance screen carries a checklist icon whose tooltip reads My Expenses, which opens My Expenses: every expense you have submitted in the syndicate, with whether it was approved. An expense waiting for approval, or one that was not approved, is not on your balance, so that is where to look for it.

Fields / options

The balance screen shows:

Element	What it shows
Balance	What you owe now, in the syndicate’s currency. When you owe charges and also hold credit you can use, the two are shown side by side rather than netted: the figure is what is due, followed on the same line by the word due in small text (£50.00 due), and a muted line beneath it reads Credit: £X. With no credit there is no credit line. With credit and no charges, the figure is your credit, with In credit above it. With nothing either way, Settled sits above the figure. See Using your credit.
Pending	Estimated amount for the flights logged on your bookings that nobody has finalised yet. A flight counts from the moment it is logged, even while its booking is still running: the Pending usage card marks such a flight Booking still open. Maintenance bookings are left out, because they are never charged to anybody. Informational only: nothing here can be paid, it does not affect the stored balance, and it disappears from here as each booking is finalised and its real charges post.
Not due yet	Total of your shares of cash calls whose due date has not arrived. Not on your ledger and not in the balance figure, like Pending, and itemised in the Cash calls not due yet card.
Spend chart	A small line of what you have spent so far each month, day by day, going back to nothing on the 1st. It covers the time since you joined, at least 30 days and at most 90, ending today. Each month is named under the dip where it begins, and until your first new month since joining the right-hand end is labelled Today. To its right, in whole units of the syndicate’s currency: the most you spent in one month on the chart, level with a faint dashed line from that peak, and what you have spent so far this month, level with the end of the line. When this month is the highest, there is one figure. Not shown when nothing was spent in that time. See What the spend chart counts.
Due	Everything you still owe, and any credit you hold, newest first, grouped by month. These rows add up to your overall position: your charges less your credit. When you owe nothing, it says Nothing to pay.
Payments	Below Due: an expandable list of your payments, collections, unsuccessful attempts and refunds, on this same screen. Tap Payments to expand it.
Settled	Below Payments and a divider: everything already resolved, with how it was paid where the details are available. These do not change your balance, and older months arrive a page at a time behind Show earlier.

Each row’s amount sits on its own at the top right. Along the bottom of the row, under its text, is what the row offers: its Pay button or a status pill such as DD on its way (on a settled row, how it was paid), and, at the right-hand end, a chevron when the row has more details. Tap the row to expand those details; the chevron points right while closed and down while open. Tap it again to collapse it. Every charge can be expanded to show Charge details, including charges with one component. On an admin’s own rows in Due the same line also carries a Mark Paid link, after Pay: see Record a payment from a member. A cash-call row also offers View charge details inside its expanded view, to open what the call was for. The sentence marking a charge as already scheduled for collection is plain status text.

Due and Settled are two halves of one list, with the Payments section between them, so nothing appears in both and every row that moves the balance is in the Due half — a credit included. A month heading carries that month’s signed net, so a month you ended in credit shows a negative figure rather than a positive one in a different colour. A cancelled charge stays listed under its month, struck through, but is left out of that month’s figure: it was never paid or owed, so a month of nothing but cancelled charges reads £0.00.

Which month a row is filed under is worked out in the timezone on your profile, the same timezone a posted date on a row is shown in — so a charge posted late on the last night of a month sits under that month’s heading, not the next one. The spend chart above cuts its days in the same timezone, so a charge posted late on the last night of a month counts towards that month on the chart too. An exported statement uses the same timezone throughout, so the screen and the export always agree. See Statement format.

A row dated by a flight is the exception, because a flight date is not a moment in time at all: it is the plain calendar day recorded against the flight, so it reads the same wherever you are and does not follow your profile timezone anywhere. Only a charge that came from a logged session carries one — the flying time and each event fee. Everything else leads with the date it was posted, a minimum shortfall, a periodic dues charge and an admin’s adjustment included.

So a row’s own date and the heading above it need not name the same month, and that is not a fault. The heading is always the month the charge was posted, because that is the month it moved your balance and the month whose subtotal has to add up. A flight flown on 3 July and finalised on 20 August therefore reads “3 Jul 2026” under an “August 2026” heading. For a flight logged in the month it was flown — nearly all of them — the two match and there is nothing to notice.

What the spend chart counts

The spend chart shows what you were charged, paid or not, rather than your balance: a member whose Direct Debit clears every month has a balance that sits at nothing however much they fly.

Every charge counts on its own day. A flight’s charge counts on the day it was flown, so flying billed at the start of the next month counts towards the month you flew it, even though the row sits under the next month’s heading. Everything else counts on the day it was posted.
An admin’s adjustment counts as it stands, so a credit an admin gives you brings the line down, on the day it was given. So does a correction an admin credits to your account: it is not linked to the charge it corrects, so it counts on the day it was made. These are the only things other than a new month that bring the line down.
Payments, loans, expense reimbursements and other credits do not count. They are how money changed hands, not what it was spent on. A cancelled charge does not count either.
A refund changes the charge it was for, on that charge’s day, so the line does not fall on the day of a refund; that month simply rose less. A refund after which nothing more is owed on the charge takes it off the chart. One that corrects a single charge to a lower figure lowers it. One after which the charge is owed again leaves it in. A correction refunded to your bank that covers several charges at once, such as a flight and its landing fees, cannot be shared out between them, so it brings the line down on the day it was made instead.

The line is smoothed so its steps read as a line, which draws it a little below the real totals near a sharp change. The figures beside it are always the real totals. A few made-up days are drawn before each 1st, so that a flight on the last day of a month is not smoothed away and a month that starts with a flight still shows where it began.

One flight, one row

Billing produces a separate ledger entry for the usage and for each event fee, because they are corrected and rated independently. The balance screen shows them as one line: the route and date if the session recorded them (including a session an admin logged on your booking), otherwise a plain title, with a single total. Tap the row to see Charge details: each underlying charge and its hours, rate or fee calculation. Calculations appear in the expanded panel, whether there is one component or several.

Grouping is presentation only. The individual charges are unchanged in the ledger, and they still appear one by one on your statement.

How a charge was settled

A settled row names its payment method where the details are available, for example Google Pay · Visa ending 4242. A payment recorded externally reads Paid outside Syndik8, both here and beside its date in the Payments section. The method has its own line beneath the charge. Where there is more to show, expand the row to see a grouped panel with the payment date, method and amount applied to this charge. A payment covering several charges is shown against each charge it actually covered; the amount here is that charge’s share, rather than the whole payment.

Where several payments covered a row, it reads Settled · Multiple payments and lists them separately when expanded. A waiver reads Waived, and a charge paid entirely from your credit reads Paid with credit, so neither implies money left your bank.

A charge paid partly by card and partly from your credit names both, for example Visa ending 4242 + £50.00 credit. If that does not fit on one line, + £50.00 credit moves to the next line. The credit line that was used reads Used towards a payment on followed by the date. In the Payments section the same payment shows the amount taken by card, with £50.00 of your credit was also used under it. If the payment link or method is unknown, the row says Settled or names the known mechanism; it never invents card digits. Details update as they arrive. If they cannot load, expand the row and tap Retry.

The Payments section also keeps attempts that never completed and payments that were later refunded or put right. Expand it to read those outcomes without leaving My Balance.

Opening Payments smoothly brings the section into view after it opens: the whole section if it fits, or its heading and beginning if it is longer. Scroll normally for the rest. Closing it does not scroll you back, and later payment updates do not move your place.

An unsuccessful old attempt describes what happened to that attempt; use Due for what you owe now, since you may have paid successfully afterwards. Payment notifications open this section directly. See Payment history.

A charge that was cancelled

A charge an admin cancels stays in your history, struck through, and counts towards nothing. Under it the row says who cancelled it, on which day, and the reason they gave, for example Cancelled by Alice Smith on 14/09/2026: Raised against the wrong members. The reason is required: the server refuses to cancel a charge without one, and an admin cannot cancel a charge, or change what it asks you to pay, by any other route.

If the admin’s account has since been deleted, the row keeps the day and the reason and leaves out the name. A charge cancelled before the app recorded reasons reads just Cancelled.

The Direct Debit prompt

In a syndicate that collects by Direct Debit, once its payment account has Direct Debit switched on, while you have no active Direct Debit there (none at all, or one that is pending, cancelled or rejected), My Balance shows a short prompt: Pay by Direct Debit. Its Set up button opens the Manage Direct Debit screen. Close it with its X and it stays closed for you in that syndicate on this device, even if a Direct Debit is later cancelled; the Manage Direct Debit row on the dashboard is always there instead. It is not shown once a Direct Debit is active. See Set up Direct Debit.

The Direct Debit note

With an active Direct Debit and charges that have fallen due and that nothing has yet claimed, My Balance shows a note saying your Direct Debit will collect them and you do not need to pay yourself. It names no amount or date, and the Pay buttons stay. It does not appear while your own unfinished card payment is holding a charge, while a collection is in flight (the DD banner says so, with the amount) or while a charge is held by a collection that ended without releasing it, because in those cases the Direct Debit is not going to take that money. A charge that has not yet been demanded is payable by card but is not collected by Direct Debit, so it does not trigger the note either.

Using your credit

Credit is money the syndicate owes you: an expense paid back, a loan you made, or a correction in your favour. It is used only when you choose to use it, when an admin uses it for you, or by your Direct Debit. Nothing else spends it.

When you press Pay. If you hold credit you can use, pressing Pay on a charge first asks Use your £X credit towards this?

Your credit covers the charge. Use £Y credit pays the charge from your credit: nothing is taken by card, and your credit goes down by the amount of the charge. Pay £Y, keep credit pays the whole charge by card (or your usual method) and leaves your credit as it was.
Your credit is less than the charge. The prompt shows the sum, for example Charges £80.00 − credit £50.00 = £30.00. Use credit, pay £30.00 takes all your usable credit off first and charges the rest to your card, in one payment. Pay £80.00, keep credit pays the whole charge by card.
Using the credit would leave less than £0.30 to pay by card. That is below the smallest amount a card can be charged, so your credit cannot be used for this payment. The prompt is titled Pay in full? and offers Pay £Y, which pays the whole charge by card and keeps your credit.

Cancel takes you back with nothing charged and no credit used.

Two kinds of credit are never offered: credit that a payment already in progress is using, and money owed back to you for a refund that did not reach you while it waits for a choice (see When a refund does not reach you). A charge held by your own unfinished card payment is paid by card as before, without the prompt.

Pay All asks the same question. While you hold credit you can use, the button reads just Pay All, with no figure, because what you pay depends on your answer. The prompt then shows the real amount, for example Charges £120.00 − credit £50.00 = £70.00. Without credit, the button reads Pay All (£X). It is offered whenever there are charges to pay, including when your credit covers them all. Paying a cash call early asks the same question too.

By Direct Debit. If you pay by Direct Debit, it uses your credit automatically. When your credit covers everything due, no debit is taken: the due charges are paid from your credit and you get a notice, Paid from your credit. When it does not, the debit is for what is due less your credit. See Direct Debit.

By an admin. An admin can use your credit to pay your charges, or record that the syndicate has paid your credit back to you outside the app, for example by bank transfer. You are told either way, with a Credit used notice. See Use or pay out a member’s credit.

Nothing else uses it. A charge you leave unpaid while you keep your credit is still owed. If you are not on Direct Debit, balance reminders are sent for it as usual, and the reminder names your credit: You have £X credit you can use towards it.

A credit can be partly used. When only part of a credit line has been used, the row shows how much, for example £30.00 used, £20.00 left, and every total counts only what is left.

The screen says there is nothing to pay only when there genuinely is nothing: when every unsettled row you hold is a credit and nothing is waiting in the Cash calls not due yet card. It then reads: Nothing to pay right now. Your credit is used when you choose it at Pay, or automatically by Direct Debit.

Cash calls not due yet

A cash call is a notice until its due date. Your share of it is not on your ledger until then: it is not in the figure at the top, it is not a row in Due, Pay All does not collect it, and no Direct Debit takes it.

Instead it sits in its own Cash calls not due yet card above the ledger, showing what the call is for, when it falls due, and what your share is. The card works offline. Beneath the balance figure, a Not due yet line totals them, in the same way the Pending line totals flying that has not been finalised, so you can see the money coming without it being counted as owed.

A due date can move. An admin can correct an issued call’s date without cancelling it, and everyone whose share is still waiting is told, with both the new day and the day it moved from named. The card and the reminders use the corrected date. See Cash calls.

You can pay one early: each row in the card has its own Pay button, which needs a connection. If you hold credit you can use, it first asks whether to use it, as any other Pay does (see Using your credit). Paying early posts your share to your balance at that moment and pays it in the same step, so it leaves the card and appears in Settled once the payment goes through; your balance ends where it started. If you start paying one early and do not finish (you close the card sheet or leave the checkout page), your share goes back into the card until its due date: the charge that paying early created is cancelled and shown struck through in your ledger. If a share you started paying early is still on your balance unpaid, it is listed in a Cash calls on your balance early card, and Not now on it puts it back the same way. It cannot be put back once paid, while a payment for it is still going through, or once its due date has arrived.

A member with nothing payable today but a cash call still waiting would otherwise be told everything was settled. The Balances tab on the home shell says Nothing due now instead, with the waiting amount named beneath on a Not due yet line; All settled is kept for when there is genuinely nothing owed and nothing on its way. The My Balance card on a syndicate’s Dashboard shows the figure as the balance screen does, with the same Not due yet line beneath it. Neither adds the waiting money to the balance.

On the due date your share is posted to your balance as an ordinary charge: it joins the balance figure, appears as a row in Due with the usual Pay button, drops out of the card, and is collectable by Direct Debit. Nothing about it is special after that.

Behaviour rules

The balance is computed from the ledger on read. It is not a separately stored number. This is why a reversal is visible the moment it is posted: there is no cache to invalidate.
Debits (you owe): usage charges, event charges, minimum shortfall, periodic dues, cash-call charges (from the day each share is posted), and positive manual adjustments.
Credits (you are owed or you have paid): expense credits, one for each approved expense listed on My Expenses, recorded payments, loans you made to the syndicate, corrections that leave money owed to you on account, money owed back to you for a card refund that did not reach you, and negative manual adjustments. A refund paid back to your bank posts a credit for the difference and pays that credit off in the same moment, as the money leaves — so the ledger records what you were charged without your balance moving. A credit, a loan included, is used on your charges when you choose it at Pay, when an admin uses it for you, or by your Direct Debit; an admin can also record that the syndicate paid it back to you outside the app. See Using your credit.
The pending figure counts charges that will land once the relevant bookings are finalised: when you close the booking yourself, when an admin finalises it, or when auto-finalisation does. It is made up of the indicative, server-computed charge shown for each flight when it was logged, itemised per unfinalised log. Those amounts can still change at finalisation (for example if an admin waives a shortfall or corrects a meter reading). It does not include recurring dues that are due in future periods.
The same charges show on the booking they belong to. Open one of your finalised bookings and its Charge card lists each charge and credit on it, including any an admin added after finalising, with the day it was added and a Total. See What the booking has charged.
A negative balance is a real position: the syndicate owes you money. It stays on your balance until it is used on your charges or an admin records that the syndicate paid it back to you outside the app. See Using your credit and When a refund does not reach you.
Your balance is visible to admins for oversight and treasurer purposes. It is not visible to other members.
All amounts are in the syndicate’s currency. Syndik8 does not add VAT to syndicate charges.
If money in your balance falls due and you are not on a Direct Debit mandate, Syndik8 sends you a “Balance now due” notice (in-app, push, and email). It names what has just become due and what you now owe in total, for example “£240.00 has become due; you now owe £340.00 in total.” The total is what you owe in charges, so it counts a cash call once your share has been posted and leaves out one that is not yet due. Credit you could use is not taken off it: the notice names it in a sentence of its own, “You have £X credit you can use towards it.”, because a charge left unpaid beside your credit is still owed. That is the figure the top of your balance screen leads with too, £X due, with your credit on its own line beneath. Money owed back to you for a refund that did not reach you is not taken off it either: the notice names it in a separate sentence, as the screen does in a banner — see the last rule below. Each charge is announced once, on the day it falls due or straight after the bill is sent, even if you had a reminder the day before. While nothing new falls due, a “Balance still due” reminder repeats at most once a week until you have settled. Cash calls on their own never start it: they have their own due-soon and overdue notices. Members on a Direct Debit mandate are not chased this way; their balance is collected automatically. A charge your bank is still looking into, or one a payment is already collecting, is never announced as due and does not start the reminder, because no route would let you settle it; it still counts in the total. See Notification types.
A charge held while your bank decides a dispute counts in your balance and in the Due list, and counts out of Pay All, every Direct Debit collection and the scheduled monthly bill. You still owe it; nothing may take it until your bank rules.
Money owed back to you for a card refund that did not reach you counts in your balance and in the Due list, and is left out of Pay All, every Direct Debit collection and any payment an admin records, until you and the syndicate’s admins agree how you get it. Until then it is not taken off what is due, either at the top of the screen or in a balance-due notice. The screen names it in a banner under the balance header instead. The notice adds a sentence after the total naming what is owed back to you and why it is being kept apart, then says where the two leave you overall. See When a refund does not reach you.

When the figures may be out of date

Your balance is worked out on your device from the ledger it last received. If the device has stopped receiving updates, the screen keeps showing that figure, and a quiet notice above it says it may be out of date. The same notice appears on My balances, a member’s charges, a cash call, payment history and the statement export screen. It never hides the figure. It says one of three things:

You’re offline: “These figures may be out of date. Last updated 17 Sep 2026 09:30. They’ll refresh when you’re back online.” The time is when the device last finished receiving updates, and is left out if it never has.
The app is still fetching: “Fetching the latest figures. Until that finishes, what you see may be out of date.” This shows briefly after you open the app or sign in.
You’re connected but updates aren’t getting through: the first sentence and the time as above, then “Updates aren’t getting through yet, and the app will keep trying.” This can happen when a change you made on the device cannot be sent, because new figures are not applied until it has been. It also shows when the app has spent more than about 10 seconds reconnecting. Reconnecting after you return to the app normally takes a moment, and no notice shows during that moment.

The notice goes away by itself once the figures are current. If it stays while you are connected, signing out and back in starts sync again.

If your member rate carries periodic dues, a banner above the Due list says what happens next with them. It describes a charge, not a collection: on the dues date the amount is added to what you owe, and how the balance is then collected — by card, by Direct Debit, or by hand — is a separate matter on its own schedule.

There are three shapes, and which one you see depends entirely on the scheme’s Next collection date:

A date ahead: “£150.00 dues will be added to your balance on 4 Oct 2026”.
A date already passed: the same sentence in the past tense, in amber. The hourly dues job has not yet posted the charge — normally a matter of hours, because it posts at 09:00 in the syndicate owner’s timezone.
No date at all: “£150.00 dues every month (not currently scheduled)”, in neutral grey. Dues are paused: nothing will post until an admin sets a collection date on the scheme. The amount is still shown, so that a member who was told at signup they would pay monthly can see the figure, but no date is invented and nothing is marked overdue. An admin sees the same thing from the other side — the scheme’s Next collection field reads Not scheduled, and the members list shows no overdue chip.

When a payment is already under way

Starting any payment reserves the charges it covers, so that nothing else can collect them at the same time. The screen tells you what is holding them, because what you should do about it depends entirely on which of two things is happening.

A Direct Debit is collecting

The bank is taking the money and you need do nothing.

A banner appears below the balance header naming the total amount being collected and saying it will leave your account over the next few working days. It does not name a day, and Syndik8 has no way to know one: the payment provider chooses when a Bacs collection actually goes and does not report the choice. The provider’s own advance-notice email is where a date comes from.

Each affected row in the Due list also shows a small DD on its way pill in place of its usual Pay button, and says in words that the money is already on its way and needs nothing from you.

This state is transient. Once the collection captures, the affected charges move to the Settled half of the list; if the collection fails or is cancelled, the pills come off. See Direct Debit for the wider collection lifecycle.

Your own card payment did not finish

If you started a card payment and did not complete it — you closed the page, the app lost its connection, or the payment stalled — the charges stay reserved for your attempt.

The banner says the payment was not confirmed — a card payment when it was made by card, an online payment when it was started on the payment page, which offers more than cards and does not tell the app which you chose — the affected rows carry a Not finished badge, and, importantly, the Pay button stays. Paying again is what settles the charge: within a short window Syndik8 picks up the same payment where you left off, and after that it replaces it with a fresh one.

Trying again is safe. Before replacing a payment, Syndik8 asks your card provider what became of the original — and if that one did in fact go through, it stops and tells you rather than taking the money a second time.

Pay All stays too, and includes these charges.

Something else is collecting

A card payment made through the hosted page can be handed to your bank to clear over a few days, and a reservation can occasionally outlive the payment that made it. In both cases the money is either already moving or being looked at, so the row carries a Being collected pill in place of its Pay button and says so in words. It deliberately does not say Direct Debit, because none is involved.

A payment clearing at the bank finishes on its own within a few working days. A reservation that has outlived its payment does not always: Syndik8 checks with the provider hourly and frees the charges once it has an answer, but if it cannot get one it leaves them alone rather than risk collecting twice, and an administrator is told. If a row sits in this state for more than a day, ask your syndicate admin to look at it.

What Pay All covers

Nothing reserved: Pay All covers everything outstanding.
Everything reserved by a collection: Pay All is hidden. Trying to pay the same charges while the bank is moving them would create a double charge.
Some reserved, some not: Pay All stays, scoped to what is not being collected, and a line under it names the amount it is leaving out. That is why its total can be lower than the balance above it.

Pay All covers charges only. Credit is never taken off it unless you choose to use it when it asks; see Using your credit.

Your own unfinished card payment is not left out of any of those figures. It is money nobody has taken, so it is still money you can pay.

A charge your bank is looking into is left out of Pay All as well, for the opposite reason: nothing is collecting it, and nothing may. See When your bank is looking into a payment.

Money owed back to you for a refund that did not reach you is left out too, in the other direction: it would bring the total down. It is not taken off the figure at the top either, and a line under Pay All says what it left out. See When a refund does not reach you.

When your bank is looking into a payment

Ask your bank to take a payment back — a card chargeback, or a claim under the Direct Debit Guarantee — and the charges that payment covered come back onto your balance. You still owe them. What changes is that nothing may take that money again while your bank is deciding: collecting a second time while your bank still holds the first payment is how you end up paying twice for one debt and chasing one back, which is the position disputing was meant to get you out of.

The row says so itself, before you touch anything. In place of its Pay button it carries an Awaiting your bank pill, and a sentence saying that your bank is still looking into the payment this charge was on, so it cannot be paid again until your bank decides — and that you still owe it.

The charge keeps its place in the balance at the top and in the Due list throughout, and it still counts towards what has to be settled before you can leave the syndicate. It is a debt; a dispute does not make it otherwise.

Pay All leaves it out. A banner under the balance header names the held total and says why, whenever any of your charges are held. Where Pay All is on screen, the line under it names the held amount as well — alongside anything a collection is already taking, if both apply — which is why its total can be lower than the balance above. Where everything you owe is held this way there is no Pay All to caption, and the banner carries the account on its own.

You are not chased for it either. The balance-due notice never announces a held charge as having become due, and a balance made up only of held charges does not start its weekly reminder, because either would be asking you to do the one thing nothing will let you do. The charge still counts in the total the notice names, as it does in the balance at the top of the screen.

The screen does not say when, and that is deliberate. Nothing in Syndik8 predicts when a bank will rule, and no date it holds is a forecast of one, so the row says a charge is held and why, and stops there. A chargeback and an indemnity claim both run on the bank’s clock — for an indemnity claim there is no window Syndik8 enforces at all, because when a claim can be brought is your bank’s call.

Two things end the hold, and neither needs anything from you:

Your bank finds against you. The money is gone for good, so the charge is owed and collectable like any other. If you are on a Direct Debit mandate it goes out on the next nightly collection run, with the usual advance notice; otherwise its Pay button comes back.
Your bank finds in your favour. The money came back, so the charge is settled against the original payment again and moves to the Settled half of the list. A few charges are deliberately left owed instead, each one a case where putting the payment back would be wrong — see Reversals.

If you would rather settle a held charge directly in the meantime — by bank transfer, say — an admin can record a payment against it. That route is deliberately left open while every self-serve one is closed.

See Reversals for what a reversal is and what it does to the ledger.

When a refund does not reach you

A card refund can fail days after you were told it was on its way, most often because the card it was going back to has expired or been cancelled. The money goes back to the syndicate instead of reaching you. Nothing has gone wrong at your end.

You are told at once, with a Refund did not arrive notice; tapping it opens your balance. There the money appears as a Refund not received row: a credit owed to you, dated the day the payment provider reported the failure, and naming the reason. The row says it is owed to you and waiting for you and your syndicate’s admins to agree how you get it, and a banner under the balance header names the amount.

Until then it is held. It counts in your balance, but it has no Pay button and nothing spends it: Pay All leaves it out, and so does a Direct Debit. Where it sits beside charges, it is not taken off the £X due at the top of the screen either: the banner names it instead, and a line under Pay All says it was left out. If the refund had been recorded as the charges being owed again, those charges are back on your balance and stay payable in the ordinary way beside it; the money owed back to you is not set against them unless you agree.

A balance-due notice that arrives while it is held accounts for it rather than ignoring it. It chases the charges at their full amount, names the amount owed back in a sentence of its own, and then says where the two leave you overall, for example Overall, that leaves £40.00 owed by you. That overall figure is your charges less your credit and the money owed back; it is not the figure at the top of this screen, which shows the charges due on their own. The overall line is given whichever way it falls, including where you are the one in front (owed to you) or where the two cancel out (nothing owed either way).

An admin then records one of two things, and you are told which:

Credit on your account, only if you have agreed to it. It becomes ordinary credit, which you can use at Pay or Pay All when you choose and which your Direct Debit uses automatically. It never lapses, and anything left of it when you leave the syndicate is paid to you.
A payment to you made outside the app, for example by bank transfer. The row is settled and leaves your balance.

Nothing chooses for you, and nothing happens automatically.

Payments made outside the app

Not every payment goes through Syndik8. When a member pays by bank transfer into the syndicate account, or hands over cash, an admin records it against them so the ledger matches the bank.

Admins do this from the member’s drilldown: Members → the member’s row → Balance → Record a payment. That opens the member’s outstanding charges, where the admin can record a payment covering everything outstanding or just one charge. The recorded payment clears the charges it covers and appears on the member’s payment history as an External payment.

Two things follow from how this works:

It needs no connected payment account. A syndicate that has not set up online payments can still keep balances accurate this way, and until payments are connected this is the only route.
Charges any payment has already reserved are excluded from a recorded payment, so the same money is never collected twice. A charge a Direct Debit is collecting is marked Collection in progress and clears on its own when the collection completes. A charge held by the member’s own unfinished payment is marked Card payment not finished, or Online payment not finished when it was started on the online payment page: that one does not reliably clear by itself, so ask the member to finish or dismiss the payment, after which the charge becomes recordable again.

The same charges screen is where an admin uses a member’s credit. Use £X of credit pays the member’s charges from their credit, oldest first, whole charges only: a charge too big for what is left of the credit is skipped, and a later, smaller one can still be paid. On a credit row, Mark as paid out records that the syndicate paid what is left of that credit back to the member outside the app; it cannot be changed afterwards. The member is told either way with a Credit used notice. See Use or pay out a member’s credit.

On an admin’s own member page the Balance section offers Add ledger entry instead of Record a payment, for putting a charge, a credit or a loan on their own balance; every other admin of the syndicate is notified when they do. An admin settling their own charges uses Mark Paid on those rows of their own balance screen, alongside the ordinary payment options, and marking their own charges paid there notifies the other admins too. Members never see the section at all, and opening the charges screen directly as a non-admin is refused.

Every recorded payment keeps both the member whose charges it cleared and the admin who recorded it, so it is always clear who logged what. A payment recorded in error is undone from Admin → Refunds & chargebacks, which puts the charges back. No money is sent anywhere: none passed through the payment provider in the first place, so the correction is made on the books alone. See Record a payment from a member.