Create Your Gym Invoice Template for Facilities Effortlessly

Gym invoice template for Facilities

Today, we’ll cover the Gymdesk  billing dashboard and dive into   all the features you can use to streamline  your Gym’s payments, accounting, and more. When you click on the billing tab, you’ll see  your billing totals for the current month,   broken down by scheduled, paid, and overdue  payments. You can adjust the date range   on the top of the screen if you’d like to see  billing information from a specific date range. On the right hand side, you can see the last   12 months of billing for a quick  overview of your revenue growth. Further down on the page, you'll see recent  overdue payments, followed by recent payments. Payments By clicking on the payments tab, you’ll see a  history of every payment made in your account,   separated into the different  payment status, including paid,   scheduled, overdue, and refunded and more. You can search for a specific member by name,   or use the “Filter” button at the top to  search for a specific payment by invoice   number, transaction ID, a specific date  range, payment method, or by program. By clicking on the invoice button for a payment,  you’ll see all the details of the payment,   including taxes, fees, whether a discount  was applied, and the payment method.   Additionally, you can resend  a receipt to the member. You can also click “refund” to refund any payment   that’s been processed back to  its original form of payment. You can refund the full amount or issue partial  refunds up to the full amount that was charged. If you click on sales, you’ll see  a list of all the point-of-sale and   online store transactions. The “Direct”  tab shows point-of-sale transactions,   and the “Online shop” shows  sales taken through your website. You can search by member name here, or use the  filter to find a specific payment by invoice   number, transaction ID, date, payment  method, payment status, or by product. On the recurring payments screen,  you can see an overview of all the   recurring payments in your account. Those are  separated into different statuses as well,   including “Active”, “Stopped” and “Canceled”.  Active payments are all of your  currently active recurring memberships.   You can search here by name or filter by  member status, recurrence, or payment type. On the stopped tab, you’ll see members  who have an active membership, but who   have had their billing stopped. This is not  the same as an overdue or failed payment.   This means that a member has had their  recurring billing manually stopped,   but that they continue to have an  active membership with your gym. Canceled displays recurring payments that   belong to canceled memberships  and are currently inactive. On this screen, you also can create a new  recurring payment and customize all the   details of the payment, including any discounts. On discounts, you can create customized discounts  for memberships or products in your online store.   You can make these discounts available on signup,   or create a customized discount  code for gym promotions. When you create a discount  that’s available upon signup,   gym members will see this discount as an  option when they create their account. If you create a discount without a  public redemption code, the discount   will show up as an option when your staff  adds a membership to someone’s profile. You can also set a discount to expire, either by   making it available for a limited number  of uses, or by setting an expiration date. On payment forms, you can create a branded webpage  that allows members to donate to your gym. You can   customize the form title, payment amount, the copy  on the form, and the payment confirmation message. The accounting tab breaks down all  the revenue coming in via payments   and going out via refunds,  as individual transactions.  At the top you can see revenue totals, broken  down by base amount, taxes & fees, and refunds. You can adjust your accounting information by  selecting a date range in the top right corner. To dive deeper, you can search for  transactions, or use the filter to view   accounting data by program, membership,  transaction type, and payment method. You can also export a customized,   filtered report as a CSV to use with  any accounting software you use. On the top of the page, you can click on product  revenue to go to your point of sale report.   This report shows you your total product revenue,  with a breakdown of cost of goods and net profit. The price of the cost of goods can be entered for  each item when you add that product to your store.  In the top right corner, you can  adjust the date of this report. Clicking on member balances allows you to view  all the credits that have been issued to members.  These balances can be issued individually  from a member’s profile page. The growth tab shows you how your  revenue is growing month over month,   making it easier for you to do budgeting  and financial projections for your gym. The end of year projection is based  on currently active recurring payments   and your average monthly point of sale revenue. You can also see at a glance where  your gym is growing by type of revenue. Below that, you’ll see a month over month  breakdown of how your revenue is changing   between months, giving you quick insights  into how growth is affecting your bottom line. The setting page allows you to fine-tune your  Gymdesk billing and customize it to your needs. In the billing settings, you can  select from over 135 currencies,   set up failed payment settings, late fees,  invoices numbers, and processing fees. Payment notifications is where you can  set up reminders for members that their   payment is due, or set up receipt,  invoice, or failed payment emails. On payment schedule, you adjust the  timing of payment processing in your   Gymdesk account. You can set a default  payment day for recurring payments, if   you prefer to have all your payments  come out on a specific day of the month.   Members who sign-up during the month will have  their initial payment prorated ingly,   and then their first full payment will be on  the day of the month you set as the default. You can also set when manual and invoice payments  are due, and set them as automatically paid.   When this is turned on, it means that Gymdesk will   mark manual and invoice payments as  automatically paid on their due date. You can also choose to receive a  daily payment report via email.   This daily email will notify you of  all the payments processed, overdue,   and failed that day, allowing you to  stay on top of your member billing. In the daily payment report email, you  can click on individual transactions to   go directly to that payment  in your Gymdesk account. If you need to include tax in your membership  prices, you can adjust that in the tax settings   section. You can add up to two tax fields and  decide whether to include this tax as part of   the total price of your memberships or products,  or add it on top of the prices you’ve already set. On invoice and receipt customization,   you can customize the information  that appears on your gym’s invoices. Finally, payment processor if where  you set up your payment processing   platform of choice, either Square,  Authorize.net, Stripe, or GoCardless Square allows you to quickly start processing  payments without opening a merchant account.   Gymdesk integrates with the Square Terminal,   allowing you to accept multiple payment methods  in person, in addition to online payments. Friendly Payments is our preferred US merchant  account provider. They provide superior rates   and next business day payments, and you  can apply for Friendly Payments using our   application on this page. Friendly Payments  uses Authorize.net as the payment gateway,   so if you have an existing Authorize.net  account, you connect that through this page. Stripe also allows you to process payments without  opening a merchant account. In addition to card   payments, they provide support for bank transfers  and ACH payments in the US and other countries.   Gymdesk integrates with Stripe's terminal if you  want to have a physical card reader at your gym. If you don’t want to take credit card payments,  GoCardless may be a good option for your gym,   as they provide direct bank debits  in many countries around the world. Until next time, keep growing!