When an athlete's card or bank account changes, their upcoming invoices and packages need to point to the new payment method before the next charge runs. There are two ways to do that: one from the athlete's profile and one package by package, and either way, it is worth confirming autopay is on so the charge actually goes through.
What you can do
Apply a payment method to every upcoming invoice at once
Change the payment method on an individual package
Update active and upcoming packages, so both charge the same method
Confirm autopay is on before the next charge date
How do I apply a payment method to all upcoming invoices?
This is the fastest route and the one to reach for first.
Go to Users → Athletes.
Search for the athlete and select them.
Go to the Payment Methods section.
Find the payment method you want to use and click the blue arrow action button beside it.
Select Edit.
Check Apply to all upcoming invoices.
Click Save.
Every upcoming invoice and package updates to the new payment method.
How do I change the payment method on a package?
Use this when you want one package on a different method than the rest, or when you are checking a specific package rather than updating everything.
Go to Users → Athletes.
Select the athlete.
Click the Packages tab.
Click the Active package.
Select Actions.
Click Change Default Payment Method.
Choose the payment method.
Click Save.
If the athlete also has an Upcoming package, repeat the same steps on it.
Changing the payment method on the active package does not change it on the upcoming package. Each package is updated on its own.
How do I confirm autopay is on?
A correct payment method does nothing on its own if autopay is off for that package.
Open the package.
Click Actions.
Select Turn Auto Pay On.
Check that the autopay indicator is blue.
Do this for the active package and for the upcoming package, if one exists.
Frequently asked questions
Why is an invoice still charging the old card after I updated the payment method?
Updating the payment method on a single invoice changes that invoice only. Upcoming invoices and packages keep whatever method they were already pointed at. To catch all of them in one pass, use Apply to all upcoming invoices from the athlete's Payment Methods section.
Do I have to update the upcoming package separately?
Yes. Active and upcoming packages hold their payment method independently, so an athlete whose active package is on the new card can still have an upcoming package on the old one. Check both whenever a card changes.
Can I change the payment method on an invoice that has already been paid?
No. Past invoices cannot be changed. The record of how a payment was made stays as it was. Anything you fix applies from the next charge forward.
Can athletes update this themselves?
Athletes can make the same selection in the Kilo app when they add a payment method. Confirming it on their profile afterward is worth the few seconds, since an athlete who adds a card without making that selection leaves upcoming invoices pointed at the old one.
Helpful tips
Check both the active and the upcoming package every time a card changes. This is the single most common reason a payment fails after an athlete has already given you a new card.
Confirm autopay is on once the payment method is right. The two settings are separate, and a package with the correct card and autopay off collects nothing.
Fix the payment method before the next charge date rather than after. Past invoices cannot be edited, so a missed update becomes a failed payment and a locked payment method to clean up.
Use Apply to all upcoming invoices rather than working through packages one at a time unless you have a reason to treat a package differently.
When this is most helpful
An athlete replaces a card that is about to expire
A payment failed, and you collected a new card from the athlete
An athlete wants future charges to come from a different account
An athlete added a card themselves and invoices are still charging the old one
You are auditing an athlete's billing before a large renewal
If you have questions about payment methods in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.