Payment Management

Quick Answer: Payment Management

Administration → Donor Payment Management is your central desk for recurring gifts, failed payments, card updates, and refunds. Parent organization directors search donors, open a profile drawer, and act without switching to the payment processor for routine billing tasks.

Open Payment Management

Go to Administration → Donor Payment Management. The summary tiles at the top show total donors, active recurring supporters, one-time-only donors, and lifetime giving for your selected organization. Search by name or email, filter by status, and sort by name, last gift date, or lifetime total. Click a row to open the donor drawer with subscription details, payment method info, and action buttons.

You can also jump here from a donor profile in Donor CRM when a supporter has payment history but no active recurring subscription showing on the profile card.

What You Can Do

• View subscriptions: See amount, frequency, next billing date, and status for active, paused, or cancelled recurring gifts

• Update payment methods: Open the embedded secure form to replace an expired card or bank details on file

• Manage recurring gifts: Pause, resume, cancel, change amount, or adjust monthly billing day for parent org directors

• Handle failed payments: Filter to payment failed status and follow up before a subscription pauses after retry attempts

• Process refunds: Choose a recent online gift, enter full or partial amount, and select a reason; accounting reversal posts automatically

• Open the payment portal: Manage in the hosted customer portal when you need processor-native billing history

Process a Refund

1. Find the donor in Donor Payment Management and open their profile
2. Choose Process Refund from the actions menu
3. Select an eligible online gift from the recent donations list
4. Enter the refund amount and reason, then confirm

5. Alignmint posts the accounting entry and sends the donor a refund notice email when an address is on file

Refunds apply to gifts processed through secure online payments within the allowed window—typically ninety days. Check and cash gifts are managed through recording donations, not this refund flow.

Failed Payment Workflow

When a recurring charge fails, the donor's status moves to payment failed and retry logic runs automatically. Payment failure notifications link directly to Donor Payment Management with that donor pre-selected so you can prompt a card update before the subscription pauses. After three unsuccessful attempts, the subscription may pause and the donor receives email notice.

Access and Permissions

Donor Payment Management is intended for parent organization directors and staff with donor write access. Read-only users can view the list but cannot update cards, change subscriptions, or issue refunds. Fund users manage their own organization's donors from Donor Hub rather than this administration view.

Connect your merchant account first under Payment Processing so online gifts, recurring billing, and refunds have a live payment profile to work against.