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Invoice Management

It's Monday morning. You grab coffee, open your laptop, and check how the weekend billing went.

Did all the automatic charges go through? Did anyone's card decline? How much revenue actually landed?

Your invoice dashboard answers all of this in about 30 seconds.

What You're Looking At​

Every financial transaction creates an invoice:

  • Membership invoices — Automatic billing for PT packages, recurring memberships
  • Custom invoices — T-shirt sales, guest passes, equipment rentals, one-off charges
  • Refunds — When money goes back to members

Each invoice shows up in your dashboard with its status, amount, and member info. You can see at a glance what's paid, what's pending, and what needs attention.

The Statuses That Matter​

Money's in. Credit card went through. Nothing to do.

Pending​

Invoice exists but hasn't been charged yet. This happens for:

  • Future billing dates (next month's invoice created but not due yet)
  • Manual invoices waiting for payment
  • First-time members who need to add a card

Failed​

Card declined. This needs your attention.

Common reasons:

  • Insufficient funds
  • Expired card
  • Card reported lost/stolen
  • Bank blocked the transaction

Refunded​

You sent money back to the member. The invoice stays in the system for your records.

Cancelled​

Invoice was voided before charging. Maybe you created it by mistake, or the member cancelled before billing.

When Payments Fail​

It happens. Cards expire. Banks flag transactions. People forget to update their info.

What You See​

The invoice shows up in red (or whatever your "needs attention" color is). Click it and you'll see:

  • What error the payment processor returned
  • When the charge was attempted
  • The member's contact info

What to Do​

Step 1: Contact the member.

A quick text or email:

"Hey! Your card didn't go through for this month's PT package. Can you update your payment info when you get a chance?"

Step 2: Wait for them to update.

They log in, add a new card.

Step 3: Retry the charge.

Once they've updated their card, hit "Retry Payment." The system charges the new card and updates the invoice to Paid if successful.

Alternative: Accept cash.

If they'd rather pay cash, you can mark the invoice as paid manually. See Cash Payments.

Finding What You Need​

Quick Filters​

  • This month — Everything billed in the current month
  • Failed — Just the ones that need attention
  • Pending — Upcoming charges
  • By member — All invoices for one person

Looking for a specific invoice? Search by:

  • Invoice number ("INV-2025-0142")
  • Member name
  • Email
  • Amount

Date Range​

Accountant needs January's invoices? Set the date range, export to CSV, done.

What's Inside an Invoice​

Click any invoice to see the full picture:

Invoice #INV-2025-0142
───────────────────────────────────────────
Member: Rachel Adams
Status: PAID
Date: January 1, 2025
Amount: $780.00
───────────────────────────────────────────

Line Items:
├── Weekly PT Package (3x/week)
│   12 sessions @ $65.00 = $780.00
└── Total: $780.00

Payment: Visa ending 4242 on Jan 1 at 9:01 AM
───────────────────────────────────────────

Activity Log:
[CREATED 2025-01-01 09:00] Invoice created for Jan billing.
[PAID 2025-01-01 09:01] Card charged successfully.
[CREDITS 2025-01-01 09:01] 12 credits distributed (3 per week).
[SESSION 2025-01-07 10:15] Credit used - PT with Marcus.
[SESSION 2025-01-09 14:30] Credit used - PT with Marcus.
[CANCELLED 2025-01-10 08:45] Session cancelled, credit returned.

Everything that happened with those credits is documented. When Rachel calls asking "what happened to my sessions?" you can tell her exactly.

Your Daily Routine​

Morning Check (5 minutes)​

  1. Open invoice dashboard
  2. Filter by "Failed"
  3. Note any that need follow-up
  4. Check yesterday's charges went through

Week-End Review (15 minutes)​

  1. Look at total revenue for the week
  2. Check pending invoices for next week
  3. Follow up on any lingering failed payments
  4. Note any unusual activity

Month-End Reconciliation​

  1. Export all invoices for the month
  2. Match totals against bank deposits
  3. Review refunds
  4. Send to your accountant

Common Questions​

"Can I change the billing date or payment method on an invoice?"​

Yes. You can update the billing date and payment method on a pending invoice. The amount is determined by the membership plan and can't be edited directly on the invoice.

"A member says they were charged twice."​

Pull up their invoices. You'll see every charge with dates and amounts. Usually it's:

  • Two different months (they forgot last month's charge)
  • A membership charge plus a separate custom invoice
  • Or, rarely, an actual duplicate that needs refunding

The data shows what actually happened.

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