> For the complete documentation index, see [llms.txt](https://help.memberply.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.memberply.com/membership-applications/optional-application-fee.md).

# Optional application fee

Charge a one-time application fee when someone applies for a membership, or request it only after you approve them. Each application form has its own fee settings, and the connected membership tier can be free or paid.

The application fee is separate from the membership price. Paying it does not by itself activate membership benefits. For a paid tier, the applicant must also complete a separate membership checkout after approval and application fee payment.

## Choose when to charge

| Setting            | When the applicant pays                  | What waits for payment                                                     |
| ------------------ | ---------------------------------------- | -------------------------------------------------------------------------- |
| **On submission**  | After submitting the form, before review | The application becoming **Pending** and submission notifications          |
| **After approval** | After your team approves the application | Free membership activation or the invitation to purchase a paid membership |

For example, you could charge a $100 fee before reviewing an application, or request the same $100 only from approved applicants. Choose **After approval** if you want to review applicants before asking them to pay.

## Set up the fee

1. In Memberply, open **Applications > Application Forms** under **Membership**.
2. Open the application form you want to update, or [create an application program](/membership-applications/set-up-an-application-program.md).
3. On the **Details** tab, find **Optional application fee**.
4. Enter the **Amount** in the store currency shown beside the field. Set it to `0` to keep applications free.
5. Under **When to charge**, select **On submission** or **After approval**.
6. If prompted, select **Enable payments in Shopify** and approve the required Shopify draft-order permission before saving a positive fee.
7. Optional: choose an **Application fee product** to use a Shopify product name and image for the fee. See the steps below.
8. Save the program. Publish it when you are ready to accept applications.

Explain the fee and your refund policy in the form introduction or linked program terms before applicants submit.

## Add a product name and image to the fee

By default, the fee appears as **Membership application fee**, without a product image. To give it a branded name and image:

1. In Shopify, create a dedicated product for the application fee, such as **Wine Club application**.
2. Add your logo or application artwork as the product's featured image.
3. Keep the product **Active**, with exactly one variant, no shipping requirement and no selling plans. It must be available to purchase. For an unlimited application fee, turn off inventory tracking or allow sales when out of stock.
4. In the application form's **Details > Optional application fee**, enter a positive fee amount, then click **Select Shopify product** under **Application fee product (optional)**. Search by product name and click a product in the list. Each result shows its name and available image, and your selection appears in a preview.
5. Save the program.

The product cannot be a gift card, a linked Memberply membership product or an event ticket. Use a dedicated product so paying an application fee does not also purchase membership or event access.

Memberply uses the **Amount** configured on the application form, even if the product's catalog price is different. The product's tax settings apply in Shopify checkout. Manage its name and featured image in Shopify. Shopify can then use the linked product image in checkout and order notifications; customized notification templates must include product images to display them.

Click **Change product** to choose another product, or **Remove product** to return to **Default fee item (no product image)** for new applications. **Cancel** or Escape closes the picker without changing your selection. Save the program to keep your changes.

If no eligible products appear, try searching for the exact product name and check the requirements above in Shopify. Ineligible products are excluded from the list. If products cannot be loaded, click **Try again**. A loading error does not clear your saved selection.

Changes apply to new applications only. Existing applications keep their selected product, fee amount and payment timing. Changing this setting does not replace items on previous orders, including test orders. Product names and images remain managed in Shopify rather than being copied into the application.

If a selected product is deleted, archived, requires shipping or otherwise becomes ineligible before a new checkout is created, Memberply will not silently replace it or change the fee. Restore the original product's eligibility so the applicant can retry. Already-created checkout links keep their existing order item.

## What applicants experience

Applicants sign in to their Shopify customer account before applying to a program with a fee. The form shows the fee amount and when payment is required. Payment takes place in Shopify checkout, where applicable tax is shown. The application fee does not require shipping.

### On submission

1. The applicant submits the form and continues to Shopify checkout to pay the application fee.
2. The application shows **Awaiting application fee** until Shopify confirms payment.
3. After payment, the application becomes **Pending** and enabled submission notifications are sent.
4. Your team [reviews the application](/membership-applications/review-and-approve-applicants.md) and decides whether to approve it.

Paying the fee does not guarantee approval. If the applicant leaves checkout without paying, the application stays **Awaiting application fee** rather than becoming ready for review.

### After approval

1. The applicant submits the form without paying the application fee.
2. Your team reviews the application.
3. When you approve it, Memberply emails a fee payment link and the application shows **Approved, awaiting application fee**.
4. After Shopify confirms payment, Memberply continues approval processing. A free tier activates its membership benefits; a paid tier proceeds to the separate [membership purchase flow](/membership-applications/collect-payment-after-approval.md).

Applicants rejected before approval are not asked to pay. An approved applicant who has not paid the fee does not yet receive membership access or authorization to purchase the paid tier.

## Check payment status

Open **Applications > Inbox** and view the application. Its summary shows the fee amount, currency, charge timing, and **Fee paid** or **Fee not paid**.

Payment confirmation can take about a minute to appear in Memberply. Check the application again after Shopify confirms the payment. For a paid tier, **Fee paid** confirms only the application fee; membership access still depends on the separate membership payment.

## Change or disable a fee

Update the amount or timing on the form's **Details** tab. Set the amount to `0` to disable the fee for new applications.

Changes apply to new applications only. Existing applications retain their original fee amount, timing and selected product, including applications still waiting for payment. Disabling the fee on the form does not waive an existing applicant's fee.

Duplicating an application form copies its fee settings. Review the amount, timing and product before publishing the duplicate.

## Rejections and refunds

Handle any application fee refunds manually in Shopify according to your refund policy. Rejecting an application does not automatically refund a fee already paid.

Refunding the fee does not automatically reject the application or cancel membership access. Manage the application decision in Memberply, and manage an active membership from the Members page if access also needs to change.

## Test before launch

Use a Shopify development or staging store with test payments to check your chosen timing. If you selected a product, check its name and image in checkout and your Shopify order notifications. Confirm that checkout charges the configured application fee rather than the product catalog price. Confirm that the form shows the fee, checkout collects it, and the application waits at the expected status until payment is confirmed. For a paid membership tier, also complete the separate membership checkout and confirm that benefits activate only afterward.