Billing

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

• Automated Billing
• Manual Billing
• Failed Billing
• Icons and Terminology
• Frequently Asked Questions
  • Billing / Financial Reports FAQs
  • Billing Providers FAQs
  • Failed Billing FAQs
  • General Billing FAQs

General Billing FAQs

If you are unable to find the answer to your query, please Contact Our Support Team

Does GymMaster store payment card details?

• For security reasons, GymMaster does not store billing details such as credit card numbers and expiry dates
• When a member adds a payment method, the details are sent directly to the billing provider, who store this data
• The billing provider then generates a ‘token’ that serves as a reference for the member and provides this token to GymMaster
• GymMaster stores the token on the member’s account
• During billing, GymMaster sends the token along with the billing amount to the provider to process the payment

Can I refund a billing payment?

• Yes, some billing providers support refunds.
• GymMaster does not store your members payment card details; refunds will need to be initiated via your billing provider.
• 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.

Can I prevent staff from changing payment amounts?

• Yes, via User Administration > Staff Member > Permissions
• Change Member permission according to level of restriction required
• Basic role within Member will prevent staff from editing charges and payments

How can I view member’s billing payments?

• View this on the Accounts and Billing tab of their member page

How do I transfer members to GymMaster Integrated Billing?

• Moving your Members to GymMaster Integrated Billing

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 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
• Manual Billing Only

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

Can I change members payment day for membership?

• Change Payment Date

Frequently Asked Questions Complete