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Settings > Billing > General is where owners and admins set up the money side of 1Club once: the currency you charge in, how tax is shown and calculated, which revenue accounts your sales post to, how members can pay, and whether members must keep a deposit in their wallet. Most of it is set when you start and rarely touched again.

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When you need it

  • Getting started - set the currency and your tax rates before you create plans and products, so every price is read correctly from day one.
  • Prices shown with VAT - a gym in the EU shows members VAT-inclusive prices and marks its 20% rate as Tax Included in Price, so a 120 price is invoiced as 100 plus 20 tax.
  • Separate revenue lines for your bookkeeper - a padel gym keeps court rentals, coaching, and bar sales on different revenue accounts, each with its own code and default tax rate.
  • A wallet deposit for court bookings - a gym requires members to keep at least 50 in their wallet before a new court booking is confirmed.

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What’s on the page

The page is one long form, divided into sections: The Billing entities and Deposit rules sections are shown only to staff with organization settings access.

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Invoicing

  • Currency - the currency prices are shown and taken in. Changing it converts nothing: plan and product prices keep their numbers and are read as the new currency, while invoices and payments already recorded keep the currency they were issued in.
  • Show prices with tax included - prices shown to members include tax. On by default.
  • Calculate instructor compensation on pre-tax revenue - instructor pay is calculated after tax is removed. Off by default. See Pay rates.
When you change a field, a bar appears at the bottom of the page. Save from there. Your legal name, tax number, bank details, and invoice numbering are not here. They belong to the company you invoice through, in the Billing entities section. See Billing entities.

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Tax rates

Click Add Tax Rate to create one, or the pencil icon on a row to edit it.
  • Name - for example VAT.
  • Rate (%) - the percentage, from 0 to 100.
  • Description - optional.
  • Active - turn off to retire a rate without deleting it.
  • Default - marks the rate as your default.
  • Tax Included in Price - on, the tax is taken out of the price (120 at 20% is 100 plus 20 tax). Off, it is added on top (100 plus 20% is 120 in total).
The list shows each rate with an Incl. or Excl. chip, so you can see at a glance which way it works.

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Revenue accounts

Revenue accounts are the categories your income posts to, the lines your bookkeeper reconciles against. Click Add Revenue Account to create one.
  • Account Code - your accounting code, for example 4000.
  • Account Name - for example Court rentals.
  • Description - optional.
  • Default Revenue Account - marks the account as your default.
  • Default Tax Rate - the tax rate applied to what posts to this account, or No Tax Rate.
  • Billing entity - shown only when you trade through more than one company. Sells everything posted to this account through one company, whichever gym it was sold at. Leave it on Whichever the club bills through to let the gym decide. See Billing entities.

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Deposit rules

A deposit rule sets a minimum amount members must hold in their wallet. It is a shared wallet minimum, not a separate charge for each booking, and bookings fully covered by a membership or pass are exempt. Changes apply immediately. Click Add Deposit Rule and fill in:
  • Name - for example Court deposit.
  • Policy - what happens when a member’s wallet is below the minimum:
    • Warn about shortfall - shows a warning, but doesn’t add the deposit to the booking checkout or stop the booking. This is the default.
    • Follow booking payment policy - adds the missing deposit to the booking payment. It is required before the booking is confirmed only when the booking policy requires payment upfront; otherwise the member can pay on arrival.
    • Require deposit before booking - the missing deposit must be paid before a new booking is confirmed, even when the booking itself can be paid on arrival. This needs online card payments.
  • Minimum amount - the wallet balance members must hold.
  • Clubs - shown when you have more than one gym. Leave it empty to cover all gyms. A rule for specific gyms takes precedence over the all-gyms rule.
Each gym can belong to only one rule, and there can be only one all-gyms rule. With a single gym, you can have one deposit rule. Collecting a deposit with a booking (Follow booking payment policy or Require deposit before booking) needs every gym the rule covers to sell through your default company, because wallet credit belongs to the default company. See Billing entities. Staff see the deposit on the member’s profile, where Wallet reads Deposit when a deposit is required. See Member profiles. To give a deposit back, staff open the member’s wallet and use Return deposit (shown as Refund unspent funding when no deposit is required). The money goes back through the original payment methods, and 1Club warns you when the return leaves the member short of the minimum. See Wallet.

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Permissions

The page opens for staff with billing read access. Changing tax rates, revenue accounts, and payment methods needs full billing access. Changing the Invoicing settings and the preferred payment method, and managing billing entities and deposit rules, needs organization settings access. See Roles and permissions.