How to Purchase Memberships in Odoo 18: Transaction Guide
By Braincuber Team
Published on January 19, 2026
Selling memberships is more than just transaction processing—it's about assigning the right entitlements to the right people. In Odoo 18, the purchase flow is streamlined to handle both the financial transaction (invoicing/payment) and the functional entitlement (membership status/dates) in one seamless process.
This guide focuses specifically on the transactional mechanics of purchasing memberships. Whether you're upgrading an existing contact to a member or signing up a brand new user, we'll walk through the exact clicks, fields, and verifications needed to process "Gym Access" or "Club Association" sales efficiently.
Core Concept: The "Buy Membership" button is your command center. It bridges the gap between a standard contact record and the accounting system, creating the invoice that officially activates membership.
Phase 1: Configuring the Product
Before selling, you must define what "membership" means in product terms. Let's configure a sample "Gold Tier Access" product.
Create Membership Product
Go to Members → Configuration → Membership Products and click New.
| Field | Description | Example Value |
|---|---|---|
| Product Name | The official title on invoices | Gold Tier Access 2025 |
| Internal Reference | Quick search code | MEM_GOLD_25 |
| Membership Duration | How long the status lasts | Jan 1 - Dec 31 (Fixed) or Interval |
| Membership Fee | Cost of the product | $1,200.00 |
| Income Account | Accounting ledger | 400000 Product Sales (or dedicated) |
Phase 2: Purchasing for an Existing Contact
Converting a regular CRM contact into a paid member involves the "Buy Membership" workflow.
1. Locate Partner
Go to Members or Contacts app. Find the person (e.g., "John Doe"). Open their form view.
2. Buy Membership Button
In the Membership tab (or smart button), click Buy Membership. This opens the sales wizard.
3. Select Product & Invoice
Choose the "Gold Tier Access" product. The fee auto-fills. Click Invoice Membership to generate the draft bill.
4. Pay & Activate
Post the invoice and Register Payment. Just creating the invoice isn't enough; payment confirms the status.
Phase 3: New Member Sign-up
For a brand new person who doesn't exist in your system yet:
Create Member Record
Click New in the Members app. Fill in key details:
- Name: Individual or Company Name
- Type: Individual (usually)
- Address/Email: Essential for invoicing
Initiate Purchase
Save the record. Navigate to the Membership tab. Unlike standard sales, we don't start at "Sales Order"—we go straight to Buy Membership.
Verify Invoice Status
After clicking Invoice Membership and processing payment, verify the member profile:
- Membership State: Should change from 'Free Member' (or 'Non Member') to 'Paid Member'.
- Invoice Status: Should be 'In Payment' or 'Paid'.
Automation Note: Odoo automatically calculates the membership start and end dates based on the product configuration and the invoice date. You don't need to manually set dates unless overriding.
Status Indicators
Understanding the "Membership State" field is crucial during purchase:
Non Member
A partner who has never bought a membership.
Free Member
A partner manually marked as a member (Free Membership checkbox) without purchase.
Invoiced Member
Invoice created but not yet paid. Membership is "pending".
Paid Member
Invoice paid. Member is active and entitlement is granted.
Conclusion
Purchasing a membership in Odoo 18 is a streamlined accounting workflow. By using the specialized "Buy Membership" wizard, you ensure that the invoice is strictly linked to the membership rights, preventing disconnection between finance and operations. Whether for a gym, club, or association, the process remains consistent: Select Product → Invoice → Pay → Activate.