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House accounts

Give golfers a balance on their player pass — top it up and charge it at the Lightspeed POS, adjust it from the dashboard, and let golfers check it in their own account.

Updated 9/11/2026

A house account is a balance on each golfer's player pass. Staff top it up and charge it at the Lightspeed POS, and adjust it from the golfer's player page. Every change updates the golfer's wallet pass and sends them a notification with the new balance.

Prepaid or charge account

Choose how balances work in Settings → House accounts:

  • Prepaid (default). Golfers can only spend what they've topped up. A balance never goes below zero.
  • Charge account. Turn on Allow negative balances and set a default credit limit. Golfers can run a balance below zero, down to their limit, and settle it with a top-up. To give one golfer a different limit, use Edit limit on their player page.

Lowering a limit never changes what a golfer owes — it only blocks new charges until they're back under it. Turning negative balances off works the same way.

The pass barcode

The player pass barcode is the golfer's player number by default — the short code PocketPass gives every golfer, such as 4UHN2GX2. It's printed under the barcode, so staff can type it if a scan fails. To use a Lightspeed Golf field instead — such as member number — change Player pass barcode in Pass issuance. Golfers without that field fall back to their player number, and passes refresh automatically. Old barcodes keep scanning in the meantime.

If several golfers share a code (for example a family member number), the POS asks the cashier to pick who's at the counter.

Set up the POS

Each Lightspeed connection needs a one-time setup on the Integrations page.

Until a till is set up, the PocketPass button shows a golfer's balance but can't charge or top it up. Settings → House accounts lists every till and whether it's ready.

Lightspeed Retail (R-Series)

    1. Open your Lightspeed Retail card and click Set up house accounts.
    2. PocketPass creates two things in your Retail account — nothing to configure by hand:
      • a PocketPass House Account payment type (Settings → Payment Types), used when a cashier charges a sale to a house account;
      • an untaxed, non-inventory PocketPass House Account Top-up item (custom SKU POCKETPASS-HA-TOPUP), rung up for top-ups.
    3. Make sure the PocketPass button is on the register's Sale screen (see the R-Series POS extension).

Don't rename, archive or delete the payment type or the item — if one goes missing, click Re-run setup.

Lightspeed Restaurant (K-Series)

    1. In the Back Office, go to Payment → Payment methods and click Add payment method. Name it House account, set Accounting reference to a short code such as HOUSE, leave Open cash drawer off, and Save. Payment methods can't be deleted, so check the name first.
    2. Go to Menu → Item list and click Create → Single item. Name it House account top-up, price 0.00, and give it an accounting group with no tax. Click Add custom SKU, enter a code such as HA-TOPUP, and Save.
    3. On your Lightspeed Restaurant card in Integrations, open House accounts, enter the Accounting reference and the SKU, and click Save.
    4. Copy the POS extension URL again and paste it into your PocketPass web extension (Operations → Web extensions) — it includes a key that authorises house-account payments.

At the till

    1. Open PocketPass on the sale and scan the golfer's pass. The amount due on the sale shows at the top. Add customer to sale adds them and takes you straight back to the till; Use credit and Top up add them to the sale automatically.
    2. Tap Use credit. The amount to charge is filled in with what's left on the sale, up to what the golfer has available. Change it to pay part of the sale, then tap Charge.
    3. If the balance doesn't cover the whole sale, PocketPass charges what's available and shows what's left to pay — take the rest with another payment type. A prepaid account never goes below zero.
    4. Top up adds a top-up line to the sale for the amount you choose. The balance is credited once the sale is paid — an abandoned or voided sale adds nothing.

If the POS doesn't accept a house-account payment, PocketPass refunds the balance automatically, so a golfer is never charged for a payment the sale didn't receive.

Adjust a balance

On a golfer's player page, Adjust balance adds or deducts credit. A reason is required; it appears in the golfer's history. Adjustments follow the same rules as the POS — to go past a limit, raise the limit first.

What golfers see

Golfers sign in to their account with a one-time link sent to the email their club has on file. Tapping View your account on the back of their pass sends that link straight away — no typing needed. They can see their balance and credit limit, every transaction, their upcoming tee times, and add their pass to their phone.

Troubleshooting

  • "House account payments aren't set up for this register." Run the setup above for that connection.
  • "This POS button isn't authorised for house accounts." Copy the K-Series extension URL from Integrations again and update it in the Back Office — the key changed or is missing.
  • A top-up hasn't appeared. Top-ups are credited when the sale is paid. Retail sales are checked every few minutes.
  • A golfer can't sign in. The link only goes to the email on their Lightspeed Golf profile. Check it on their player page.

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