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GymMaster Gym Software Manual

Billing

Billing is the process of handling automated and manual financial transactions related to membership payments.
It includes the generation of invoices, tracking payments, managing different membership plans, handling recurring payments, and providing a system for financial reporting.

Billing FAQs

  • Can I refund a payment?

    • Yes, some billing providers support refunds.
    • If refund button is visible in GymMaster (for billing transaction in question) it’s likely your billing provider supports refunds.
    • For more info go to Refunding Payments
  • Member was billed, but I don’t see the reference in GymMaster.

    • Member details may be added to wrong member in GymMaster.
    • Check billing batches on the day of transaction, for both GymMaster and billing processor.
    • You should find references there.
  • Member’s billing has failed, I don’t know why?

    • If error isn’t clear but refers to your billing processor, contact your billing processor for clarification.
    • For more info go to Failed Billing
  • Why was member able to access gym after failed payment?

    • Billing processing times may vary, specifically between time the transaction was sent for processing, and when GymMaster received a report from billing processor that the same transaction was settled
    • For any recurring billing transactions, it may take up to 5 working days
  • What do I do when member’s billing status has changed to Pending Review? - Billing Automatically Disabled - Pending Review

  • How to I transfer members to a new Billing Provider? - Moving your Members to a new Billing Provider

  • How do I transfer members to GymMaster Integrated Billing? - Moving your Members to GymMaster Integrated Billing

  • What do the accounting terms and icons mean? - Accounting terminology and icons

    • *See more terms defined in the Glossary *
  • How to I manually send an invoice to a member? - Invoicing

  • How can I view future billing charges for a member? - Preview Billing for a Member

  • How can I view future integrated billing batches? - Upcoming Integrated Billing Batch

  • How do I do manual billing? - Manual Billing Only

    • Manual billing is not suggested long-term, but might be used as a strategy temporarily when setting up your gym, before shifting to Automatic Billing
    • We suggest you set manual billing up with the assistance of a GymMaster Support Team member, to ensure steps are understood accurately
  • How do I set up and use Ezidebit? - Ezidebit Configuration and Use

  • Ezidebit Error; ‘Add payment denied - Only active customers can have payments added to their schedule’ - Ezidebit Error

  • What are dishonor fees? - Dishonor Fees

  • How do I clear a charge using a Credit Note? - Credit Notes - Clear a Charge

  • How do I use member credit towards a payment in Point of Sale? - Use Member Credit for Payment