Features

Billing & Invoices

An invoice is a line-item document here, not a single amount with a description -- because a renewal and a protein tub on one bill is normal.

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What a bill looks like

More than one thing on one invoice

A member renews and buys something from the counter on the same visit. Software that stores an invoice as one amount forces that into two invoices or one misleading description. Here an invoice has lines.

  • Lines for a plan, a stock item, or anything typed in by hand
  • Discount as a flat amount, then tax as a rate on what is left
  • GST number, business name and footer taken from your gym settings
  • Line prices are copied at the moment of billing, so changing a plan's price next month never rewrites January's invoice

Part payments, without a second spreadsheet

Most gyms take money in pieces -- half now, half after salary day. What is paid is the sum of the payments recorded against the invoice, not a status somebody remembers to change, so the balance cannot drift away from the money.

When a payment is partial, a follow-up can be raised at the same moment, dated, with a note already referring to the invoice. It lands on the calendar like any other task. That is the whole mechanism by which a half-paid bill gets chased.

Where the numbers go

The member
Outstanding balance shows on their record, so the desk sees it when they walk in.
The invoice
Every payment against it, and what is still due.
Revenue reports
What was collected, over any period, split by how it was paid.
Profit and loss
Income against expenses, so the figure is what the gym made rather than what it took.

What gets recorded when money arrives

Amount and date
Including a date in the past, for money that came in before anyone entered it.
Method
Cash, UPI, card, bank transfer or cheque -- which is what makes the revenue split by method possible.
What it settles
The invoice and the member, so it shows on both records.
Who took it
The staff member who recorded it.

The balance cannot drift

What is paid is the sum of the payments recorded against the invoice, calculated rather than stored. Most spreadsheet setups keep a receipts column and an outstanding column separately, which means the two agree only while somebody is careful.

Because it is derived, deleting a payment entered by mistake corrects the balance by itself. There is no second figure to remember to fix.

Voiding rather than deleting

An invoice raised in error is voided, not removed. The number stays used and the record stays visible, which is what an accountant expects and what a deleted row cannot provide.

What this does not do

Worth knowing before you book a call, not after.

  • Invoices are printed or saved as PDF from the browser's print dialog. There is no button that emails an invoice to a member.
  • No online payment collection. Payments are recorded after they happen -- cash, UPI, card or transfer -- rather than taken through the system.
  • No recurring auto-charge. Renewals are reminded and then recorded, not billed automatically to a saved card or mandate.
  • Tax is a single rate per invoice. Different rates on different lines of one bill are not supported.
  • Payments are recorded, not collected. There is no payment gateway, UPI link or card terminal integration.
  • No automatic reconciliation against a bank statement, and refunds are an offsetting entry rather than a dedicated flow.

If one of these matters to you, say so on the call. Tell us what you need and we will give you a straight answer about whether it is coming.

Questions we get asked

Works with

See it with your own data

A short call, your actual member list, and an honest answer on whether this fits how you run the place.

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