Sections
- Plans — Create and manage membership plans (pricing, interval, access).
- Transactions — View all financial transactions.
- Invoices — Create, send, and track invoices.
- Bill runs — Automated billing cycles and batch invoicing.
- Payments — View and manage payment records and status.
- Payment methods — Manage how members pay (e.g. cards on file).
Key financial features
Invoice Management
- Invoice Creation - Generate invoices for members and services
- Automated Billing - Set up recurring billing cycles
- Payment Tracking - Monitor payment status and history
- Invoice Templates - Customize invoice appearance and content
- PDF Generation - Create professional PDF invoices
Payment Processing
- Stripe Integration - Secure payment processing
- Multiple Payment Methods - Credit cards, bank transfers, etc.
- Payment Plans - Flexible payment options for members
- Refund Processing - Handle refunds and adjustments
- Payment Security - PCI-compliant payment handling
Membership Plans
- Flexible Pricing - Monthly, quarterly, annual options
- Plan Types - Unlimited, limited, class-specific plans
- Signup Fees - One-time charges for new members
- Auto-renewal - Automatic membership renewals
- Plan Modifications - Upgrade, downgrade, or pause plans
Financial Reporting
- Revenue Reports - Track income from all sources
- Payment Analytics - Analyze payment patterns and trends
- Member Financials - Individual member payment history
- Tax Reporting - Generate reports for tax purposes
- Profitability Analysis - Analyze revenue vs. costs
Billing Workflow
Invoice Creation Process
- Identify Billing Items - Determine what to bill for
- Create Invoice - Generate invoice with appropriate details
- Review Invoice - Check accuracy and completeness
- Send Invoice - Deliver to member via email or mail
- Track Payment - Monitor payment status and follow up
Payment Processing
- Payment Received - Member submits payment
- Payment Verification - Confirm payment details
- Payment Recording - Record payment in system
- Invoice Update - Mark invoice as paid
- Confirmation - Send payment confirmation to member
Membership Billing
- Billing Cycle - Determine billing frequency
- Plan Calculation - Calculate membership fees
- Invoice Generation - Create membership invoices
- Payment Collection - Process membership payments
- Renewal Processing - Handle membership renewals
Invoice Management
Creating Invoices
- Manual Creation - Create invoices as needed
- Bulk Generation - Generate multiple invoices at once
- Template Usage - Use pre-built invoice templates
- Custom Fields - Add organization-specific information
- Line Items - Detail all charges and fees
Invoice Types
- Membership Invoices - Monthly/annual membership fees
- Service Invoices - One-time service charges
- Booking Invoices - Charges for area bookings
- Class Invoices - Fees for classes and training
- Penalty Invoices - Late fees and penalties
Invoice Status Tracking
- Draft - Invoice created but not sent
- Sent - Invoice delivered to member
- Paid - Payment received and processed
- Overdue - Payment past due date
- Cancelled - Invoice cancelled or voided
Payment Processing
Payment Methods
- Credit Cards - Visa, MasterCard, American Express
- Debit Cards - Bank debit card processing
- Bank Transfers - Direct bank account transfers
- Cash Payments - Manual cash payment recording
- Check Payments - Check payment processing
Payment Security
- PCI Compliance - Secure payment card handling
- Data Encryption - Encrypted payment data storage
- Fraud Prevention - Advanced fraud detection
- Secure Processing - Secure payment gateway
- Audit Trail - Complete payment audit trail
Payment Status
- Pending - Payment submitted but not processed
- Processing - Payment being processed
- Completed - Payment successfully processed
- Failed - Payment processing failed
- Refunded - Payment refunded to member
Membership Plans
Plan Configuration
- Plan Name - Descriptive name for the plan
- Plan Description - Details about plan benefits
- Pricing - Monthly, quarterly, or annual pricing
- Billing Frequency - How often to bill members
- Signup Fee - One-time fee for new members
- Usage Limits - Restrictions on plan usage
Plan Types
- Unlimited Plans - Access to all facilities
- Limited Plans - Restricted access or usage
- Class-specific Plans - Access to specific classes
- Area-specific Plans - Access to specific areas
- Time-based Plans - Access during specific hours
Plan Management
- Plan Creation - Set up new membership plans
- Plan Modification - Update existing plans
- Plan Activation - Activate plans for new members
- Plan Suspension - Temporarily suspend plans
- Plan Cancellation - Cancel plans and handle termination
Financial Reporting
Revenue Reports
- Daily Revenue - Daily income tracking
- Monthly Revenue - Monthly income analysis
- Revenue by Source - Income breakdown by category
- Member Revenue - Revenue per member
- Trend Analysis - Revenue trend over time
Payment Reports
- Payment History - Complete payment records
- Outstanding Payments - Unpaid invoices and amounts
- Payment Methods - Breakdown by payment type
- Failed Payments - Failed payment analysis
- Refund Reports - Refund tracking and analysis
Member Financials
- Individual Statements - Member-specific financial records
- Payment History - Complete payment history per member
- Outstanding Balances - Amounts owed by each member
- Payment Patterns - Member payment behavior analysis
- Financial Health - Member financial status assessment
Best Practices
Invoice Management
- Timely Invoicing - Send invoices promptly
- Clear Descriptions - Provide clear invoice details
- Professional Appearance - Use branded invoice templates
- Follow-up Process - Systematic follow-up on overdue payments
- Record Keeping - Maintain complete invoice records
Payment Processing
- Secure Handling - Follow security best practices
- Quick Processing - Process payments promptly
- Confirmation - Send payment confirmations
- Error Handling - Handle payment errors gracefully
- Customer Service - Provide payment support
Financial Reporting
- Regular Reviews - Review financial reports regularly
- Trend Analysis - Monitor financial trends
- Performance Metrics - Track key financial metrics
- Budget Planning - Use reports for budget planning
- Compliance - Ensure regulatory compliance
Troubleshooting
Payment Issues
- Check Payment Method - Verify payment method validity
- Contact Member - Reach out to member for payment
- Update Payment Info - Help member update payment details
- Process Manually - Handle payment manually if needed
- Escalate - Escalate persistent payment issues
Invoice Problems
- Verify Invoice Details - Check invoice accuracy
- Correct Errors - Fix any invoice errors
- Resend Invoice - Send corrected invoice
- Follow Up - Follow up on invoice delivery
- Contact Support - Get help with complex issues
System Issues
- Check System Status - Verify system is operational
- Refresh Data - Refresh financial data
- Clear Cache - Clear browser cache
- Try Different Browser - Test with different browser
- Contact Technical Support - Get technical assistance