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Payments & Invoices

FineGym handles all financial transactions through invoices. Whether members pay for memberships, products, or appointment drop-ins, every payment is tracked with detailed invoices and transaction records.

Overview​

The payments system includes:

  1. Invoices - Financial documents for all purchases
  2. Transactions - Individual payment and refund records
  3. Payment Methods - Cash, card, and custom methods
  4. Refunds - Return funds to customers

Invoices​

Invoices are the core financial documents in FineGym.

Invoice Lifecycle​

Draft → Open → Paid
              ↘ Uncollectible → Paid/Void
              ↘ Void
StatusDescription
DraftBeing prepared, can be edited
OpenFinalized, awaiting payment
PaidPayment received in full
UncollectiblePayment attempts failed
VoidCancelled, no payment expected

Viewing Invoices​

Location: Payments → Invoices

The invoice list shows:

ColumnDescription
Invoice #Unique invoice number
CustomerMember or customer name
DateInvoice creation date
AmountTotal invoice amount
StatusCurrent invoice status
Payment TypeHow it was/will be paid

Filtering Invoices​

Filter by:

  • Date range
  • Status (Draft, Open, Paid, etc.)
  • Customer
  • Payment method

Creating an Invoice​

Location: Payments → Invoices → Add Invoice

  1. Click Add Invoice
  2. Select or enter Customer
  3. Add Invoice Items:
    • Product
    • Membership plan
    • Custom item
  4. Apply Discount (optional)
  5. Choose to Finalize or save as Draft

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 Items​

Each invoice contains line items:

FieldDescription
DescriptionItem name/description
QuantityNumber of units
Unit PricePrice per unit
TaxesApplied tax rates
DiscountItem-level discount
Line TotalTotal for this item

Adding Invoice Items​

While invoice is in Draft status:

  1. Click Add Item
  2. Choose item type:
    • Product: From POS inventory
    • Membership: Membership plan
    • Custom: Free-form item
  3. Set quantity
  4. Confirm

Removing Invoice Items​

In Draft status:

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

Applying Discounts​

Add a discount to the entire invoice:

  1. Click Add Discount
  2. Select from existing discounts
  3. Discount applies to eligible items

Or modify existing discount:

  1. Click Modify Discount
  2. Change or remove the discount

Payments​

Recording a Payment​

When a customer pays:

  1. Open the invoice
  2. Click Record Payment
  3. Select payment method:
    • Cash: Physical cash
    • Card: Credit/debit card
  4. Enter amount (defaults to balance due)
  5. Confirm payment

Payment Methods​

MethodProcessing
CashManual recording, no processing fee
CardStripe processing, fees apply

Partial Payments​

Record payments less than the full amount:

  1. Customer pays partial amount
  2. Invoice remains "Open"
  3. Balance due shown
  4. Record additional payments until paid in full

Automatic Payments (Stripe)​

For card payments:

  • Member enters card details
  • Stripe processes payment
  • Transaction recorded automatically
  • Invoice marked as Paid

Recurring Payments​

Membership subscriptions are billed automatically:

  • Stripe charges saved payment method
  • Invoice generated
  • Transaction recorded
  • Member notified

Transactions​

Transactions are individual payment or refund records.

Viewing Transactions​

Location: Payments → Transactions

See all financial transactions:

ColumnDescription
DateTransaction date/time
TypePayment or Refund
AmountTransaction amount
MethodCash, Card, etc.
InvoiceRelated invoice
CustomerWho paid/received
SourceMembership, Product, Appointment

Filtering Transactions​

Filter by:

  • Date range
  • Transaction type (Payment/Refund)
  • Payment method
  • Customer
  • Source type

Exporting Transactions​

Download transaction records:

  1. Set your filters
  2. Click Export
  3. Choose format:
    • CSV: For spreadsheets
    • PDF: For reports
  4. Download file

Refunds​

Processing a Refund​

Location: Invoice Details → Refund

To refund a paid invoice:

  1. Open the paid invoice
  2. Click Refund
  3. Enter refund amount (partial or full)
  4. Select refund method
  5. Confirm refund

Refund Methods​

Original PaymentRefund Options
CardRefund to card (via Stripe)
CashCash refund (manual)

Partial Refunds​

Refund less than the full amount:

  1. Enter partial amount
  2. Invoice shows refund record
  3. Net paid amount updated

Refund Permissions​

Refund processing requires the Refunds permission group.

Invoice Statuses​

Draft​

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

Actions available:

  • Add items
  • Remove items
  • Apply discount
  • Finalize (move to Open)
  • Delete

Open​

  • Invoice finalized
  • Payment expected
  • Sent to customer

Actions available:

  • Record payment
  • Send reminder
  • Mark as Uncollectible
  • Void
  • Full payment received
  • Transaction(s) recorded

Actions available:

  • View details
  • Process refund
  • Download PDF

Uncollectible​

  • Payment attempts failed
  • Automatic retries stopped
  • Manual follow-up needed

Actions available:

  • Record payment (if collected)
  • Void
  • Send reminder

Void​

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

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

Stripe Integration​

Setup​

Connect Stripe in Integrations to:

  • Accept card payments
  • Process recurring billing
  • Handle automatic refunds

Payment Processing​

When members pay by card:

  1. Stripe securely collects card info
  2. Payment processed in real-time
  3. Funds deposited to your account
  4. Transaction recorded in FineGym

Failed Payments​

If a card payment fails:

  • Stripe retries automatically
  • Invoice remains Open
  • Member notified
  • Staff can follow up

Stripe Fees​

Stripe charges processing fees:

  • Typically 2.9% + $0.30 per transaction
  • Fees deducted from your payout
  • Net amount shown in Stripe dashboard

Invoice Actions​

Finalize Invoice​

Move from Draft to Open:

  1. Review all items
  2. Verify totals
  3. Click Finalize
  4. Invoice number assigned
  5. Customer can be notified

Send Invoice​

Email invoice to customer:

  1. Click Send
  2. Customer receives email with:
    • Invoice details
    • Payment link (for card)
    • Amount due

Download PDF​

Generate PDF invoice:

  1. Click Download PDF
  2. PDF includes all details
  3. Suitable for printing/records

Void Invoice​

Cancel an open invoice:

  1. Click Void
  2. Confirm action
  3. Invoice marked as Void
  4. No payment expected

Best Practices​

Invoice Management​

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

Payment Processing​

  • Encourage card payments for efficiency
  • Record cash payments immediately
  • Verify amounts before confirming
  • Issue receipts to customers

Refund Handling​

  • Process refunds promptly
  • Document reason for refund
  • Verify refund amount
  • Notify customer of refund

Record Keeping​

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

Troubleshooting​

Payment Failed​

Check:

  • Card details are correct
  • Card has sufficient funds
  • Card isn't expired
  • Billing address matches

Invoice Won't Finalize​

Verify:

  • At least one item added
  • Customer selected
  • All required fields complete

Refund Not Processing​

Ensure:

  • Invoice is paid
  • Refund amount doesn't exceed paid amount
  • Stripe connection is active (for card refunds)

Transaction Missing​

Look for:

  • Correct date range in filter
  • Transaction might be on different invoice
  • Check if payment was voided