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    Invoicing & Billing

    Create, send, and manage invoices for memberships, products, and services. Handle corporate billing, custom invoices, and payment tracking.

    Overview

    The invoicing system helps you create professional invoices, track payments, and manage billing for individual members and corporate accounts. Automate recurring invoices or create custom one-off invoices as needed.

    Create Invoices

    Professional invoices with your branding

    Auto-Send

    Automated invoice delivery via email

    Track Payments

    Monitor outstanding and paid invoices

    Invoice Types

    Standard Invoice

    One-time invoice for specific charges:

    • Product purchases
    • Personal training sessions
    • One-off services
    • Equipment rental

    Recurring Invoice

    Automatically generated on schedule:

    • Monthly membership fees
    • Corporate monthly billing
    • Regular PT packages
    • Locker or storage rentals

    Pro-Forma Invoice

    Quote or preview before final invoice:

    • Corporate quotes
    • Custom package pricing
    • Event bookings
    • Gym hire estimates

    Creating an Invoice

    1

    Access Invoicing

    Navigate to Finance → Invoices and click Create Invoice.

    2

    Select Customer

    Choose who the invoice is for:

    • Individual member (select from member list)
    • Corporate account (select company)
    • New customer (enter details manually)

    3

    Add Line Items

    For each item on the invoice:

    • Description: What you're charging for
    • Quantity: Number of units
    • Unit price: Price per item
    • Tax rate: VAT or other applicable taxes
    • Discount: Any discounts applied

    4

    Set Payment Terms

    • Due date: When payment is expected
    • Payment methods: How they can pay
    • Late fees: Penalties for overdue payment
    • Notes: Additional payment instructions

    5

    Review & Send

    Preview the invoice, then:

    • Save as draft: Continue editing later
    • Send now: Email immediately to customer
    • Schedule: Send at a specific date/time
    • Download: Get PDF for manual delivery

    Invoice Status Lifecycle

    Draft
    Not yet sent
    Sent
    Awaiting payment
    Paid
    Payment received

    Other statuses:

    Overdue
    Partially Paid
    Void
    Refunded

    Corporate Billing

    Handle billing for corporate accounts with consolidated invoices and flexible payment terms.

    Corporate Account Setup

    • Company name and billing address

    • VAT/Company registration number

    • Primary billing contact

    • Payment terms (Net 15, 30, 60)

    • Purchase order requirements

    Consolidated Invoicing

    • Monthly summary of all employee usage

    • Breakdown by employee or department

    • Usage reports attached to invoices

    • Custom invoice formats

    • Electronic invoice delivery (e-invoicing)

    For large corporate accounts, consider setting up BACS direct debit or standing orders for automatic monthly payments.

    Payment Tracking

    Recording Payments

    When a customer pays an invoice:

    • Auto-matched: Online payments are automatically recorded
    • Manual: Record bank transfers, cheques, or cash payments
    • Partial: Record partial payments and track balance due
    • Over-payment: Handle overpayments as credit

    Overdue Invoices

    Automated overdue handling:

    • Automatic reminders at 7, 14, 30 days overdue
    • Customizable reminder email templates
    • Optional late payment fees
    • Escalation to collections workflow
    • Suspend membership access for non-payment

    Invoice Templates & Branding

    Customization Options:

    Branding

    • Your logo (header and footer)
    • Brand colors
    • Custom header/footer text
    • Company details and registration

    Layout

    • Choose from multiple templates
    • Column visibility settings
    • Notes and terms placement
    • Tax display preferences

    Content

    • Default payment terms
    • Thank you message
    • Bank details for transfer
    • Late payment policies

    Automation

    • Invoice number format
    • Auto-send rules
    • Reminder schedules
    • CC finance team

    Recurring Invoices

    1

    Create Recurring Template

    Set up a recurring invoice by specifying what to charge and when:

    • Frequency: Weekly, monthly, quarterly, annually
    • Start date: When to begin generating invoices
    • End date: Optional end date or number of occurrences

    2

    Configure Generation

    • Auto-generate: Create invoice X days before due date
    • Auto-send: Email automatically or hold for review
    • Variable amounts: Based on usage or fixed amount

    3

    Monitor & Adjust

    Review generated invoices and adjust as needed:

    • Edit before sending
    • Skip specific occurrences
    • Update template for future invoices
    • Cancel recurring series

    Export & Reporting

    Export Options

    • PDF invoices (individual or batch)

    • CSV export for accounting software

    • Xero/QuickBooks integration

    • BACS payment file generation

    • Aged debtor reports

    Available Reports

    • Invoice summary (by period)

    • Outstanding invoices aging

    • Payment history

    • Revenue by customer

    • Tax summary for VAT returns

    Frequently Asked Questions

    How do I void an invoice?

    Open the invoice and click "Void". This marks the invoice as cancelled without deleting it, maintaining your audit trail. For paid invoices, you'll need to issue a credit note instead.

    Can customers pay invoices online?

    Yes! Invoices include a "Pay Now" button that links to your payment portal. Customers can pay by card, and the payment is automatically recorded against the invoice.

    How do I handle partial payments?

    Record the partial payment amount. The invoice status changes to "Partially Paid" and shows the remaining balance. You can send reminders for the outstanding amount.

    Can I issue credit notes?

    Yes, create credit notes to offset previous invoices. Credit notes can be applied to future invoices or refunded to the customer's original payment method.