Send Invoices

Here’s how to send invoices within our Gym Management Software, starting from your Dashboard.

You can send invoices to either clients or staff members, and you can charge invoices right away or simply send an invoice to request payment.

Step-by-step instructions are below:

• Create an Invoice for a Client
• Create an Invoice for a Staff Member

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Step-by-Step Guide – Create an Invoice for a Client:

Step 1: Hover over the gear icon next to the client you want to create an Invoice for.

Step 2: Select “Payment Details” from the fly out menu.

Step 3: Click the “Invoices” tab at the top of this page, then click on the “+ Create Invoice” button.

Step 4: Specify what this invoice is for.

You can select a specific item from the drop-down list to send an invoice for, OR you can select one of your client’s active subscriptions.

If what you’re charging for is not something that’s on your platform, select “Other” for “What is this invoice for?”..

Step 5: Set the Amount Due for the Invoice, add any taxes that you want to include, and add a Description.

PLEASE NOTE: The default taxes set up on your platform will not be applied automatically.

Step 6a: If charging automatically, you can charge the Invoice now or click the input box to schedule a future charge date.

To charge an Invoice automatically, you will need to select a payment method on file for this client.

Step 6b: If you are just sending an Invoice to request payment, select the due date and time for your Invoice.

Step 7: Add any custom fields. (Optional)

Custom fields allow you to store additional information about the payment you are collecting, such as an order number or product ID.

Step 8: Finalize your Invoice or save it as a Draft.

If you are charging your Invoice automatically, you can click the button to collect payment now!

If you want to send an Invoice to request payment, you can save this Invoice as a Draft to send later, or Finalize the Invoice to send right away.

The “Create Draft” link will create a draft of the invoice that will need to be finalized before the option to send will be available.
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Step-by-Step Guide – Creating an Invoice for a Staff member:

Step 1: Click the gear icon for the staff member you want to create an Invoice for.

Step 2: Click the “Invoices” tab at the top of the Manage Staff Member view, then click on the “+ Create Invoice” button.

Step 3: Specify what this invoice is for.

You can select a specific item from the drop-down list to send an invoice for, OR you can select one of your staff member’s active subscriptions.

If what you’re charging for is not something that’s on your platform, select “Other” for “What is this invoice for?”.

Step 4: Set the Amount Due for the Invoice, add any taxes that you want to include, and add a Description.

PLEASE NOTE: The default taxes set up on your platform will not be applied automatically.

Step 5a: If charging automatically, you can charge the Invoice now or click the input box to schedule a future charge date.

To charge an Invoice automatically, you will need to select a payment method on file for this staff member.

Step 5b: If you are just sending an Invoice to request payment, select the due date and time for your Invoice.

Step 6: Add any custom fields. (Optional)

Custom fields allow you to store additional information about the payment you are collecting, such as an order number or product ID.

Step 7: Finalize your Invoice or save it as a Draft.

If you are charging your Invoice automatically, you can click the button to collect payment now!

If you want to send an Invoice to request payment, you can save this Invoice as a Draft to send later, or Finalize the Invoice to send right away.

The “Create Draft” link will create a draft of the invoice that will need to be finalized before the option to send will be available.

Invoice Status

The invoice status will show Open for any unpaid invoices, Draft for invoice drafts, Paid for paid invoices, Void for voided invoices, Past Due for past due invoices and Scheduled to Charge for invoices that have a scheduled charge date.

PLEASE NOTE: A finalized invoice cannot be edited — only voided.

Invoice Fees

All charges processed via Invoice will incur an Invoice Fee of 1% of the charge amount.

Now you can create custom invoices for both clients and staff members!