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Gym Invoice Management & Billing

Create, send, and keep track of member invoices.

Invoices are the core financial documents in Finegym. Every payment for memberships, products, or appointment drop-ins is tracked through detailed invoices.

Invoice Lifecycle​

Draft → Open → Paid
              ↘ Uncollectible → Paid/Void
              ↘ Void
  • Draft — Being prepared, can be edited
  • Open — Finalized, awaiting payment
  • Paid — Payment received in full
  • Uncollectible — Payment attempts failed
  • Void — Cancelled, no payment expected

Viewing Invoices​

Location: Payments → Invoices

The invoice list shows:

Gym invoice list with invoice number, customer, date, amount, and status

  • Invoice number — Unique invoice number
  • Customer — Member or customer name, or Guest for a walk-in sale
  • Items — Summary of line items on the invoice
  • Created at — Invoice creation date
  • Status — Current invoice status
  • Created by — Staff member who created the invoice
  • Total amount — Total invoice amount

Creating an Invoice​

Location: Payments → Invoices → Add invoice

  1. Click Add invoice
  2. Select a Customer, or turn on Check out as guest for a walk-in sale
  3. Click Add
  4. You are redirected to the invoice detail page where you can add items and discounts

Create a new invoice with customer, line items, and discount

Walk-In (Guest) Sales​

Not every sale is to a member. To sell a drink, a towel, or a day pass to someone who walks in off the street, turn on Check out as guest when creating the invoice instead of picking a customer.

A guest sale:

  • Creates no member record — nothing to clean up afterwards, and your member count stays accurate
  • Shows as "Guest" in the customer column of the invoice list
  • Can be paid by cash or card, exactly like any other invoice
  • Sends no emails — there is no address to send to. Download the receipt PDF if the customer wants one

Everything else works normally: line items, discounts, taxes, refunds, and reporting all behave the same, and the money appears in your revenue reports alongside member sales.

tip

If the walk-in is likely to come back, add them as a member instead. You keep their purchase history, and you can email them later.

Invoice Details​

Viewing Invoice Details​

Click any invoice to see:

  • Customer information
  • Line items with prices
  • Taxes applied
  • Discounts
  • Total amount
  • Payment history
  • Transaction records

Invoice detail view with line items, taxes, and payment history

Invoice Items​

Each invoice contains line items:

  • Item — Item name/description
  • Price — Price per unit
  • Quantity — Number of units
  • Discount — Applied discount
  • Tax — Applied tax rate
  • Subtotal — Amount before tax
  • Total — Total for this item

Adding Invoice Items​

While invoice is in Draft or Open status:

  1. Click Add invoice item
  2. Set Quantity
  3. Select a Product
  4. Choose a Product option
  5. Click Add

Removing Invoice Items​

In Draft or Open status (before any transactions are recorded):

  1. Click the delete icon on the item
  2. Confirm removal

Applying Discounts​

Add or modify a discount on the invoice:

  1. Click the Update discount button (pencil icon)
  2. Select from existing discounts
  3. Discount applies to eligible items

Invoice Statuses​

Draft​

  • Invoice being prepared
  • Items can be added/removed
  • Discounts can be applied
  • Not yet sent to customer

Actions available:

  • Delete invoice
  • Send invoice (moves to Open)
  • Pay with Cash
  • Pay with Card (if Stripe connected)
  • Pay with custom payment methods

Open​

  • Invoice sent to customer, awaiting payment
  • Items can still be added/removed (if no transactions recorded)
  • Discounts can still be applied

Actions available:

  • Send invoice
  • Change invoice status (Void or Uncollectible)
  • Pay with Cash
  • Pay with Card (if Stripe connected)
  • Pay with custom payment methods
  • Download invoice as PDF
  • Full payment received
  • Transaction(s) recorded

Actions available:

  • Send receipt
  • Refund invoice
  • Download invoice as PDF
  • Download receipt as PDF

Uncollectible​

  • Payment attempts failed
  • Manual follow-up needed

Actions available:

  • Send receipt
  • Change invoice status
  • Download invoice as PDF
  • Download receipt as PDF

Void​

  • Invoice cancelled
  • No payment expected
  • For record-keeping only

Actions available:

  • Download invoice as PDF
  • Download receipt as PDF

Invoice Actions​

Send Invoice​

Email invoice to customer:

  1. Click Send invoice from the actions menu
  2. Customer receives an email with the invoice details and a link that opens the invoice on your gym site, where they can pay it by card
  3. Draft invoices move to Open status when sent

The same link goes out in the text message version, and in the automatic email for a recurring membership invoice. Members who prefer the app can still pay there — the link is an addition, not a replacement.

Download PDF​

Generate PDF documents:

  • Download invoice as PDF — Invoice document
  • Download receipt as PDF — Receipt document (available for paid/uncollectible/void invoices)

Change Invoice Status​

For Open or Uncollectible invoices:

  1. Click Change invoice status from the actions menu
  2. Select Void or Uncollectible
  3. Confirm the change

Refund Invoice​

For Paid invoices:

  1. Click Refund invoice from the actions menu
  2. Confirm the refund

Taxes​

How Taxes Work​

Taxes are configured in Tax Configuration and applied to:

  • Membership plans
  • Products
  • Appointment drop-ins

Tax Display​

Invoice shows:

  • Subtotal (before tax)
  • Each tax rate and amount
  • Total (including tax)

Multiple Tax Rates​

If multiple taxes apply:

  • Each tax listed separately
  • Amounts shown individually
  • Combined in total

Best Practices​

Invoice Management​

  • Review drafts before finalizing
  • Send invoices promptly
  • Follow up on unpaid invoices
  • Keep records organized

Record Keeping​

  • Export transactions monthly
  • Reconcile with bank statements
  • Keep PDF copies of significant invoices
  • Archive old records

Troubleshooting​

Invoice Won't Send​

Verify:

  • At least one item added
  • A customer is selected, or Check out as guest is on
  • All required fields complete

Can't Pay an Invoice​

An invoice with no line items cannot be paid — there is nothing to charge for. Add at least one item first.

If Pay with Card is missing, check that Stripe is connected in Payment Methods.

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