Revenue and payments

Members pay straight into the club’s own Stripe account, and Stripe pays the money out to the club’s bank account. easygym never receives, holds or distributes this money. With the club’s Stripe key it creates payments, checks their status, charges saved cards for auto-renewal with the member’s consent and, when the owner or an administrator presses the button, refunds a payment to the card it came from.

Open “Revenue” in the menu. It has three tabs:

• “Transactions”: the latest charges across the club with date, member, type such as “Membership sold”, “Membership renewed”, “Signup fee”, “Membership fee” or “Product sale”, status and amount.
• “Invoices”: invoices issued for a month.
• “Debtors”: who owes money; this tab is shown only to staff allowed to see the club’s money.

The plans and products the club sells have their own section, “Plans & products”, in the “Club” group of the menu. Plans are described in the plans and memberships guide, products in the front desk guide.

A charge’s status shows where it stands: “Pending”, “Partially paid”, “Paid”, “Overdue”, “Failed”, “Refunded” or “Cancelled”. Each member card has the same list for one person under “Transactions”.

“Transactions” and “Invoices” show the latest 100 rows. To see one month, pick it under “Month” and press “Show”; “All time” brings the whole list back. If the club has several branches, choose a branch with the chips. Staff tied to certain branches see only those branches.

The “Debtors” tab lists everyone with unpaid charges: the “Debt”, how many “Charges” and how many of them are “Overdue”, and “Owing since”. Above the list is the “Total debt” of all debtors, not only of the rows on screen.

1. 1Choose what to show: “Unpaid” for every charge not yet paid, “Overdue” for charges past their due date, or “Payment failed” for charges the bank declined.
2. 2Sort “By amount” to start with the largest debts, or “By age” to start with the oldest.
3. 3If the club has several branches, choose a branch with the chips.
4. 4Open a name to go to the member card and see what the debt is for.

On the “Home” page, “Needs attention” also flags each “Overdue payment” and “Payment failed”, so the desk can call the member the same day. The assistant’s cards for overdue and failed payments open these same filters, with the same people and the same total.

On the “Invoices” tab, choose a “Month” and press “Bill the period”: easygym issues one numbered invoice per person for that month’s charges that aren’t on an invoice yet. Running it again for the same month issues nothing new. Tick “Email the invoices to members” to send each new invoice to its member right away; the result says how many were emailed and how many were not. Each invoice shows its date, due date, status and total, and the status follows payments made after the invoice was issued.

• “PDF” opens the invoice as a file in the club’s language: number, date and due date, the seller details from “Settings” → “Payments”, the member, the lines with tax, what has been paid and the balance due, and the bank details for a transfer if they are filled in.
• “Email” sends the member a letter with the PDF attached. The letter appears in “Inbox” with the rest of the conversation, and under the invoice you see when it was last emailed.
• The member card lists the person’s invoices with the same “PDF” and “Email” buttons.
• Members find their invoices in the member area under “Payments and receipts” and can download the PDF there.

“Settings” → “Payments” has the list “Recent online payments”: card payments and payment attempts with the member, amount and status.

• Automatic charges of saved cards carry the “Auto-renewal” badge.
• When a bank declines a payment, its reason is shown under the status.
• “Needs refund” marks money that arrived for a cancelled or already paid order or for the wrong amount, and a refund the member’s bank didn’t accept.

For one member, the “Auto-renewal” block on the member card shows the next charge, the saved card and every charge attempt with the bank’s answer. When the last attempt fails, the block says auto-renewal was stopped, and the member gets an email with a payment link.

The club is the seller and decides on refunds under its own rules. A card payment made online, or by QR code at the Register with a member chosen on the receipt, is refunded from the member card.

1. 1Open the member card and find the payment under “Online payments”.
2. 2Press “Refund”. “Amount to refund” is filled in with everything that remains on the payment; leave it, or enter a smaller amount.
3. 3Write the “Refund reason” and confirm. easygym refunds the amount to the card the member paid with through the club’s Stripe account.

• A refund of everything that remains at once cancels the membership and the access the payment paid for, as the warning above the reason says.
• A partial refund keeps the membership and access. The payment shows “Partially refunded” and “refunded …” under the amount, and the rest can be refunded later, in one go or in several parts. The refund that brings the payment to zero cancels the membership.
• Under the payment, “Refunds” lists every refund with its date, amount, state, who issued it and the reason.
• While Stripe processes a refund, the payment shows “Refund in progress”; once the whole amount is back, “Refunded”.

Only staff who manage the club’s money can issue refunds. If the member’s bank doesn’t accept a refund, the payment shows “Bank declined the refund”, the money goes back to the club’s Stripe balance, and that amount can be refunded again.

• “Analytics” shows “Accrued and received” side by side, what the club charged and what actually came in minus refunds, and “Outstanding”, the unpaid part of the period.
• The “Assistant” splits the period’s money by kind of sale, plan, branch, day or month and can list debtors.
• Coach pay is calculated in “Staff” → “Payroll”.
• “Export CSV” downloads a file for Excel or Google Sheets: on “Transactions”, “Invoices” and “Debtors” with the month, branch and sorting you chose; next to “Recent online payments” in “Settings” → “Payments” with all online payments and refunded amounts; and on “Payroll”. The file has every row, not only the ones on screen. Money files are for staff allowed to see the club’s money; the payroll file is for those who see “Payroll”.