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Invoice Management

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
  • 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
  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

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 email with invoice details and payment link
  3. Draft invoices move to Open status when sent

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
  • Customer selected
  • All required fields complete
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