Billing

Billing is the process of handling automated and manual financial transactions related to membership payments.

• Automated Billing
  • Integrated Billing Process
  • Setup Automated Billing
    • Choose Bank and Billing Provider
    • Setup Billing
      • Billing Credentials
      • Billing Settings
      • Billing Providers
  • Add Member Billing Details
  • Send Billing and Collect Payment
• Manual Billing
• Failed Billing
• Frequently Asked Questions

Billing Settings

Setup Billing; Part Two

Go to Billing Settings from the Billing main page

Complete both Advanced Configuration and Member Portal Configuration Settings;

• Work through both billing sections carefully
• Enable / disable various billing settings in GymMaster
  • Check through both Advanced Configuration / Member Portal Configuration tabs carefully
    

    

Advanced Configuration - Billing

Go to Settings > Advanced Configuration > Billing

• Default Monthly Payment Day - the day of the month that is selected as the first payment date for monthly, two-monthly and quarterly memberships. Ongoing payments follow the first payment date.
  Days 29, 30 and 31 move into the next month in shorter months
• Bill Bookings at Next Billing Cycle - booking charges are collected with the member’s next billing. When unticked, booking charges are not billed automatically
  • Collect Payment Same Day Booking Occurs - booking charges are collected in the automatic billing on the day of the booking
• Bill for Products at Next Billing Cycle - Point of Sale and Member Portal product charges are collected with the member’s next billing. When unticked, product charges are not billed automatically
• Failed Billing Attempts Before Pending Review - the number of failed billing attempts in a row before the member is set to ‘Pending Review’, see Failed Billing Settings
• Collect Debts After Membership Ends - keep collecting outstanding charges for up to 4 months after the member’s last direct debit membership ended, see Failed Billing Settings
• Minimum Amount to Bill in a Batch - members whose total in a billing batch is less than this amount are not billed in that batch
  • This is the member’s total in the batch (including linked members they pay for), not each charge
  • The higher of this amount and your billing provider’s minimum is used
• Maximum Amount to Bill in a Batch - the most that one automatic billing batch collects from one member
  • This limits one batch, not the total the member pays. The rest of the balance is collected in later batches
  • When a member pays for linked members, the limit applies to the charges of each linked member separately, not to the total
  • A lower maximum on the member’s account is used instead
  • Set to 0 or leave empty for no limit. Point of Sale and Member Portal payments are not limited
• Billing Retry Interval - automatically retry a failed charge after this time, see Failed Billing Settings

Member Portal Configuration - Billing

Go to Settings > Advanced Configuration > Member Portal Configuration > Billing

These options only apply to purchases made in the Member Portal and Member App.

• Bill Before Club Billing Start Date - when unticked, the Member Portal takes no payment before your club’s billing start date. Charges stay on the member’s account for the automatic billing
• Bill Immediately for … - which charges the member pays at checkout. Charges that are not billed immediately stay on the account for the automatic billing
  • First Payment of Membership Fee - the first ongoing membership payment
  • Paid in Full Membership Fee
  • Membership Sign-up Fee
  • Membership Upfront Fee
  • Booking Fees - class, service and PT bookings, and reschedules
  • Products - when unticked, product charges are only billed automatically if Bill for Products at Next Billing Cycle is ticked
• Use Account Credit for Booking Fees - the member’s account credit is used to pay booking fees at checkout
• Use Account Credit for Membership Fees - the member’s account credit is used to pay membership charges when adding a membership
• Allow ‘Pay Later’ for Everything - members can select ‘Pay Later’ for all memberships, classes, services and products. No payment is taken at checkout, and the charges are collected in the automatic billing
  • When unticked, ‘Pay Later’ is only offered for membership types with online cash, and for classes and services that allow it
  • GymMaster checks these rules when the purchase is made, so members can not skip payment where ‘Pay Later’ is not offered
• Hide ‘Bank Account’ Option / Hide ‘Credit Card’ Option - the payment step does not offer this payment method
  • Do not tick both, or members can not enter payment details

Setup Billing; Part Three - Billing Providers