Wild Apricot logo Wild Apricot automation · runs weekly

Record offline payments against Wild Apricot invoices

Members pay dues by bank transfer, cash or cheque, and Wild Apricot only knows about it once an admin finds the invoice and records the payment by hand.

Cotlet does it in your own Wild Apricot account with list_invoices, get_contact and record_payment, called by your AI agent, an n8n workflow or a script.

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Hosted · nothing to install or maintain

Can Wild Apricot do this on its own?

Wild Apricot has the Record payment button on each invoice (checked 23 Oct 2026) and a Payments admin API call for developers that creates payments and allocates them to invoices. Neither matches a statement for you; the matching is by eye, or by your own code.

How you do it in Wild Apricot today

  1. The admin reads the bank statement and notes the payer, amount and date of each transfer.
  2. For each one the admin locates the invoice and clicks Record payment.
  3. The admin enters the amount and the date and selects the payment type, such as check, cash or wire transfer, then clicks Save.
  4. Wild Apricot settles the payment against the invoice and updates the invoice and contact balances.
  5. Receipts are sent automatically only for online payments, so the admin must email the receipt for each manual one.

How to record offline payments against Wild Apricot invoices

Prompt

Here are this week's bank transfers. Match each to an unpaid Wild Apricot invoice by payer and amount, record it as a bank transfer payment, and list the ones you could not match.
  1. 01

    Read your list

    The agent takes the transfers from your prompt or an attached statement: payer, amount, date and the reference if there is one. Lines that have no payer or amount go to the unmatched list.

  2. 02

    Find the open invoices

    list_invoices runs with status unpaid and then partially_paid, and follows next_cursor. The agent matches a transfer to an invoice when payer and amount agree, or when the reference holds the invoice number.

  3. 03

    Check the contact

    For a doubtful match the agent calls get_contact and compares the balance with the invoice. Two invoices of the same amount for one payer are not guessed at: the transfer goes to your list.

  4. 04

    Record each payment

    record_payment runs once per transfer with the statement date and the payment type you named. A transfer larger than the invoice is not recorded, because Wild Apricot accepts a payment up to the invoice amount only. Each call waits for your OK by default.

  5. 05

    Report what is left

    The agent lists unmatched transfers and invoices still open, and reminds you that Wild Apricot sends no receipt for a manual payment.

What you get back

Example data

Transfers read: 13
Recorded 11 against invoices (2 partial)
Left for you 2:
- 150.00 from J. Okafor: larger than the open invoice of 95.00
- 60.00 with no payer name
Receipts not sent: manual payments need a manual email

Other ways to ask

  • Record only transfers that match an invoice to the cent and leave partial ones for me.
  • List unpaid invoices older than 30 days with the contact's email and record nothing.
  • Every Friday, record the payments in this CSV and give me the open balance per contact.

What Wild Apricot allows, and what to know first

  • Wild Apricot only lets a manual payment be equal to or less than the invoice amount.
  • A payment below the open balance marks the invoice partially paid, and a payment for the whole balance marks it fully paid.
  • Online payments record their payment type automatically, and a manual payment gets the type you pick, which the payments report sums up.
  • Wild Apricot sends payment receipts automatically for online payments only; for a manual one you email the receipt yourself.
  • Full administrators, membership managers, events managers and donations managers can record payments.

record_payment asks for your OK by default. To run it weekly without you, switch confirmation off for that tool in your dashboard.

Sources: Wild Apricot Help: Manual payments · Wild Apricot Help: Credits or payments on account · Wild Apricot Help: Payments admin API call · Wild Apricot Help: Account administrators

Call record_payment from a script

curl

curl -X POST https://cotlet.dev/api/v1/wild-apricot/invoices/90417/payments \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"amount":95,"date":"2026-10-21","payment_type":"Bank transfer"}'

Example response

{
  "payment_id": 71002,
  "invoice_id": 90417,
  "contact": "Sam Okafor",
  "amount": 95,
  "date": "2026-10-21",
  "payment_type": "Bank transfer",
  "invoice_status": "paid",
  "balance": 0
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is wild_apricot_write → record_payment. Example data.

Schedule it in n8n, Make, Zapier or cron

Wild Apricot tools this automation uses

Cotlet Wild Apricot tools used to record offline payments against Wild Apricot invoices
Tool Parameters
list_invoices status, contact_id, cursor
get_contact contact_id
record_payment invoice_id, amount, date, payment_type
All 12 Wild Apricot tools with descriptions

Frequently asked questions

Is it safe to connect Wild Apricot to Cotlet?

Yes. You sign in to Wild Apricot yourself, in your own Cloud Browser in the EU, and we never save your password. Your agents only get Wild Apricot once you enable it, every background request is listed, and the browser profile is stored encrypted with AES-256-GCM, the cipher 1Password uses for its vaults. The AI model never sees a login, posts and messages wait for your OK, and Disable for agents cuts access in one click. Independent scanners grade cotlet.dev A+ on Qualys SSL Labs, securityheaders.com and Mozilla Observatory; live results are on https://cotlet.dev/security.

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