There's one place where you can see all the transaction history for a client, you can add actions according to your needs. In the Billing Activity Summary tab, you’ll check your contact’s transactions and you will also have the option to:

  1. Add an Invoice (Rest to the Balance )

  2. Add Credit (Add up to the Balance)

  3. Add Refund ( Rest to the Balance)

  4. 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, it will be $0.00, if the Balance is negative and red the client owes money and if the Balance is positive and green the gym owes money to the client

  • Please add a Note in the Action to keep track of your transactions

Invoice:

An Invoice is a financial document that shows the transaction made by the Gym and the client or vice-versa.

E.g.: Let's imagine that your client lost their CC and they will get their CC next week but they want to purchase an Add on so you can create an Invoice and then after they get their CC you can collect the money from the Invoice by creating a Payment

Steps to Add an Invoice:

  • Select the Amount

  • Create the note

Steps to Add an Invoice with a Payment:

  • Select the Amount

  • Click on Add Payment

  • Select the CC

  • Create the note

Credit:

It is a financial benefit that the Gym gives to the client.

E.g.: A client won a prize in a challenge or the gym wants to reward the client with a gift card, etc.

Steps to Add a Credit:

  • Select the amount you want to credit.

  • Choose a Credit type

    • Cash

    • Cash / Check Credit

    • Cancel Invoice

  • Create the note

Refund:

A refund is a reimbursement of a charged transaction.

E.g.: Your client tells you that they got doubled charged so there's a need for a monetary return.

Steps to Add a Refund:

  • Select the Amount

  • Choose the CC on file

  • Create the note

Payment:

It is a transfer of money from the client to the gym in exchange for a product or service

E.g.: Your client wants to pay for an add on or a cancellation fee

Steps to Add a Payment:

  • Select the Amount

  • Choose the CC on file

  • Create the note


Billing Activity Summary Filters

The Billing Activity Summary Tab gives you different options to easily filter your transactions:

  1. Billing View

  2. Ledger View

  3. POS Transactions

  4. Only Past dues

  5. Date range

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 and see Today’s Transactions Menu (You need to click on the­ v icon to open the menu) and the Reconciled Transactions Menu is expanded by default:

  • Reconciled Transactions Menu:

    • The Reconciled 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)

      • Filter by Invoice number

      • Due Date

      • Amount

      • Type

      • Balance

      • Status

      • The Explanatory 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, you'll be able to edit the Invoice by the Invoice type and/or Membership:

  • In case you want to see the transaction linked to the Invoice you can click on the triangle next to the Invoice number:

  • Ledger

The Ledger tab will show you the raw information about your transactions, remember that you can export the transaction information in an Excel Spreadsheet. Here you have 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 Point of Sale 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

You can now see all the transactions for one client in one place!

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