Name badges for new members were not part of joining online at this member organisation. The aim was a way for staff to track who needed a badge.
Julian built badge ordering into the join form. Applicants on the lower membership levels can add a badge for a fee plus postage. Higher levels get one included. The name is filled in from the application, and the applicant can change it. When they pay by card, direct debit or BPAY, the badge order is created as an invoice and settled when the money lands. When finance closes a payment batch, the badge income goes to the accounting system on its own income line, once.
Reception still sends each badge. A filter on the joins status board shows who has a badge to send. Reception can export that list, and “Mark badge sent” records that the badge went out. Posting a physical item stays with a person, and only that person can confirm it was sent.
To check your own office, look for small items members pay for when they join and that someone keeps on a separate list. Then check whether that income is entered into the accounts by hand.