Billing Guides

Billing Icons and Terminology

Icons

For full definitions of all icons, see the Glossary.

When viewing a member’s account history, various icons indicate the status of payments.

To access Account History:

• Go to Member Profile > Accounts and Billing
• Scroll down to the Account History section

• 1 – Payment Line: Blue band on the account history line
• 2 – Charge Line: Green band on the account history line
• 3 – Adjustment: A correction has been made to a payment or charge
• 4 – Overpaid / Deposit: Payment not fully assigned; funds are available to use
• 5 – Payment Received: Payment received icon
• 6 – Gifted Time: Member granted free time; charge adjusted accordingly
• 7 – Unpaid: Charge is outstanding; no payment made
• 8 – Membership Suspended: Membership suspended; charge adjusted accordingly
• 9 – Paid: Charge fully paid
• 10 – Partially Paid: Payment made, but balance still owing
• 11 – Zero Charges: Charges with no value are automatically marked as paid

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Terminology

For full definitions, see the Glossary.

Accrued Revenue

• Income earned but not yet received or past due
• Occurs when a charge is set to Bill Soon, Bill Later, or Charge to Member in Point of Sale
• Added to the member’s account for future payment; not recorded in cash-basis accounting until payment is received

Add Payment

• Recording a payment made by a member for membership fees, services, or products
• Can include cash, card, bank transfer, or any accepted payment method

Adjustment

• Changes made to a member’s account balance, such as discounts, refunds, or late fees

Bill Immediately

• Charges a member’s account immediately upon a transaction, e.g., selling a membership or booking PT

Bill Later

• Creates an invoice without immediately charging the member; payment can be made later in person or via the Member Portal

Bill Soon

• Adds a charge to the member’s account to be billed on the next membership billing cycle

Billing

• The process of generating invoices, tracking payments, handling recurring billing, and reporting financial activity

Billing Cycle

• The regular period during which members are billed, based on payment frequency in membership terms

Billing Date - Monthly

• The specific day of the month members are billed for monthly fees

Billing Day - Weekly

• The specific day of the week members are billed for weekly or fortnightly fees

Billing Frequency

• How often members are charged, e.g., weekly, monthly, quarterly, or annually

Billing Period

• Duration for which a member is charged, typically aligned with the billing cycle

Billing Provider

• Third-party company handling payments, recurring billing, and invoicing
• Examples: Ezypay, Stripe, Square
• Ensures secure, compliant processing and reduces administrative workload

Billing Start Date

• The first billing date of the club; may precede opening for pre-sale memberships

Charge

• A monetary transaction applied to a member’s account for memberships, services, or products

Credit Note

• Document issued when a member is owed a credit or refund, which can offset future payments or be paid out

Debit Note

• Document issued when a member owes additional funds, e.g., underpayment or billing error

Debtors

• Members with unpaid fees past due. Access can be restricted if “stop at gate” is enabled

Discounts

• Reductions in price for memberships or products

Final Payment

• The last payment made on a membership

First Payment Date

• The initial payment due date, typically set at membership purchase

Invoice

• A formal request for payment, often for outstanding charges; invoice date may differ from charge dates

Next Payment

• The upcoming due date for ongoing membership payments

Outstanding Balance

• Total unpaid amount owed by a member, including fees and services

Pay Later

• Allows members to defer payment; charges added to account for future payment, often aligned with billing cycles

Payment

• Transfer of funds from a member to cover a charge. Can occur before, on, or after the charge due date via accepted methods

Payment Frequency

• How often a member is required to pay, e.g., monthly, annually, or per visit

Prepay

• Payment made in advance of billing cycles, often to secure membership or take advantage of discounts

Preview Billing

• Lets staff view upcoming charges before the billing cycle, enabling adjustments to avoid errors

Prorata

• Partial fee adjustment based on joining mid-period or cancelling early. Calculated using start/end dates and billing period length

Prorate First Payment / Upfront Fee

• Adjusted first payment reflecting the remaining portion of the billing period when a new member joins

Realtime Billing

• Instant processing and updating of transactions by supported billing providers, ensuring current billing status

Receipt

• Proof of payment; can be printed or emailed, including POS thermal receipts

Recurring Payment

• Automatic, regular payments based on membership terms

Statement

• Shows all member transactions for a specified period; can be printed or emailed

X Report

• Reports transactions processed from the start of the day to the report time; typically run at shift end

Z Report

• Reports transactions processed since the last Z Report; typically run at the end of the day

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Billing Guides