The Billing Activity Summary is the best place to see the billing transaction history for a client. In addition, you can add actions according to your needs. These actions include:
Add an Invoice (Rest to the Balance )
Add Credit (Add up to the Balance)
Add Refund (Rest to the Balance)
Add Payment (Add up to the Balance)
Each action we'll be defined and exemplified in this article.
Pro-tips:
Remember to check your contact's balance. Ideally, the balance will always be $0.00. A balance that is red indicates there is a negative balance and the client owes money. This may be due to a past-due amount, which is usually a result of a failed or returned payment. A balance that is green indicates that there is a credit/positive balance on the client's account. This is likely a result of a credit placed on the account by a staff member or a payment with no invoice.
Each action allows the ability to add a note. Notes are a great way to add clarity as to why an action was performed by the staff.
Invoice:
An Invoice is a financial document that provides details of the product or service the client received. Invoices are generated automatically for subscriptions, but you can also add ad hoc invoices using the invoice action. You may add an invoice for things like challenge fees or other add-on items.
Using the invoice action, you can add an invoice on its own, or you may add an invoice but also process the payment towards the invoice at the same time.
Adding an invoice without a payment will cause a negative account balance, indicating a payment has not been processed to resolve the outstanding invoice.
Adding an invoice with a payment for the amount due will keep the balance at $0.
Steps to Add an Invoice:
Enter the Amount
Do not check the Add Payment box
The default Due date would be today's date, but you can select any future date.
Add a note detailing the reason for the invoice
Steps to Add an Invoice with a Payment:
Enter the Amount
Click on Add Payment
Select the Payment Method
Add a note detailing the reason for the invoice
Steps to Add an Invoice with a Payment for a Future Date:
Enter the amount
Select the date you wish to process the payment
The add payment selection will disappear, but the future-dated invoice will process the payment automatically using the primary payment method.
Add a note detailing the reason for the invoice
Credit:
It is a financial benefit that the Gym gives to the client.
There are a few reasons you may issue a credit to a client account:
As a reward to a client by issuing a credit that will go towards their subscription fees
To cancel an invoice
To apply a gift certificate amount
Steps to Add a Credit:
Select the amount you want to credit.
Add a note detailing the reason the credit was issued
Refund:
A refund is a reimbursement of a charged transaction.
E.g.: Your client tells you that they got double-charged, so there's a need for a monetary return.
If there is a positive balance on the account, you may process the refund with no additional action steps.
If there is a $0 or negative balance, you will need to add a credit to cancel the invoice for the amount you wish to refund and then add the refund. Adding the refund without canceling the invoice will create a negative balance on the account.
Steps to Add a Refund:
Add the Amount
Choose the Payment Method from the dropdown
Choose from the three options for Refund/Cancel Invoice depending on the scenario: Process Credit, Process Payment, and None
Add a note as to why you are refunding the client
You can refer to the Streamline Refund Process Article to get the full instructions on different options and when to use them.
Payment:
It is a transfer of money from the client to the gym in exchange for a product or service where there is a negative balance.
E.g.: Client is paying for a past-due balance from a failed or returned payment.
Payments are most frequently used when there is an outstanding invoice. This could be due to a client's payment failing or being returned. It could also be due to an ad hoc invoice being added without a payment.
Steps to Add a Payment:
Add the Amount
Select the Payment Method from the dropdown
Add a note detailing the reason for the payment
Billing Activity Summary Filters
The Billing Activity Summary Tab gives you different options to easily filter your transactions:
Billing
Past Due
Paid
Scheduled Invoices
Ledger
POS
Each filter will be explained in this article, and you will get a better overview of your client transactions. You'll be able to see the Status for the transactions or the Raw transaction information; you can also see all the products your clients have purchased and the actions with those invoices.
Billing
If you want to see the transaction status, you can use the Billing tab. Click the bar beside the calendar button to choose the desired date.
Billing Transactions Menu:
The Billing Transactions Menu will be expanded by default.
You can export your reconciled transactions into an Excel spreadsheet.
Here you'll find:
The transaction number (You'll be able to click on the number to get the transaction details)
Due Date
Due (Amount)
Tax
Total
Type
Balance
Status
Note
Billing Pro-tips:
You can click on the Invoice number for a Credit, Refund, or Payment to get the Transaction Details:
If the transaction is an Invoice, you'll see more information in the Transaction Details.
In case you want to see the transaction linked to the Invoice, you can click on the triangle next to the Invoice number:
Past Due
The Past Due tab will show you all the unsettled invoices.
Paid Tab
The Paid tab will show you all the invoices that have been paid. You will also see the option to download the paid invoice to PDF by clicking the Itemize Invoice
Scheduled Invoices
The Scheduled Invoices tab shows all your scheduled invoices.
If you need to cancel a scheduled invoice, simply click on the transaction number. A pop-up window will appear where you can reverse the invoice. Please enter the reason before the Reverse tab becomes clickable.
Ledger
The Ledger tab will show you the raw information about your transactions. Remember that you can export the transaction information into an Excel Spreadsheet.
Here is the information you can find in the Ledger View:
Transaction Number
Create date
Due Date
Type
Amount
Balance
Creator
Note
Ledger Pro-tips:
You can click on the Invoice number to get the Transaction Details
If you click on a Payment number, you'll see more details
POS
Using the POS filter will help you to see all the invoices using the Retail System. If you click on the Invoice number, you can see the Invoice Details.
When you click on the invoice, you'll get the Invoice Details and the option to send the client receipt. You'll also have the option to refund the invoice, send a receipt, and/or return the item to the inventory
POS Pro-tips:
Remember, once a refund is made, you can select the option to return the product to inventory and to send a return receipt to your contact
