Understanding Invoices & Payment History

Overview

GymPoint generates invoices for every financial transaction — recurring membership charges, one-time fees, POS purchases, and manual charges. Understanding invoice statuses and knowing where to find payment history helps you manage billing inquiries and keep your books accurate.

Invoice Statuses

Every invoice in GymPoint has one of the following statuses:

Paid

The payment was successfully collected. The invoice amount has been charged to the member's payment method and the funds are being processed for deposit to your bank account.

Pending

The invoice has been created but the payment has not yet been attempted. This occurs for invoices with a future billing date or when an invoice is generated manually and awaiting payment.

Overdue

The invoice's due date has passed without successful payment. This may happen after a failed charge when the grace period expires. Overdue invoices may enter the collections pipeline depending on your settings.

Failed

The payment attempt was declined or could not be processed. Common reasons include insufficient funds, expired card, or bank-declined transaction. Failed invoices are retried automatically according to your retry schedule.

Voided

The invoice has been canceled and will not be collected. Voiding is used when an invoice was created in error or is no longer applicable. Voided invoices remain in the system for record-keeping but have no financial impact.

Refunded

A refund has been issued against this invoice. The refund amount and date are recorded on the invoice. Partial refunds show the original amount, refund amount, and net amount.

Viewing Invoices

All Invoices

1. Navigate to Billing > Invoices in the left sidebar.
2. The invoice list shows all invoices across all members, sorted by date (newest first).
3. Use the filters to narrow by status, date range, or member name.
4. Click any invoice to view its full details.

Per-Member Payment History

1. Open the member's profile.
2. Click the Billing tab.
3. The payment history section shows all invoices and transactions for that member.
4. This view includes invoice status, amount, date, and payment method used.

Invoice Details

Clicking on an invoice opens its detail view, which includes:

• Invoice Number — A unique identifier for the invoice.
• Member Name — Who was billed.
• Line Items — Itemized list of charges (plan name, product name, setup fees, etc.).
• Subtotal, Tax, and Total — The financial breakdown.
• Payment Method — The card or payment method used (last four digits).
• Status — Current status with timestamp.
• Transaction ID — The payment processor's reference number for the transaction.

Downloading and Printing Invoices

Download as PDF

1. Open the invoice detail view.
2. Click Download PDF.
3. The PDF includes your gym logo, business information, member details, line items, and payment status.

Email Invoice to Member

1. Open the invoice detail view.
2. Click Email Invoice.
3. The member receives an email with the invoice attached as a PDF and a link to view it in the member portal.

Print

1. Open the invoice detail view.
2. Click Print or use your browser's print function (Ctrl+P / Cmd+P).
3. The print view is formatted for standard paper sizes.

Member Portal Access

Members can view their own invoice and payment history when they log in to the member portal. From the portal, they can:

• See all past and current invoices.
• Download PDF copies.
• View transaction details.
• Update their payment method if a charge failed.

Searching and Filtering

The invoice list supports several filters to help you find specific records:

• Status — Filter by Paid, Pending, Overdue, Failed, Voided, or Refunded.
• Date Range — Specify a start and end date.
• Member — Search by member name or email.
• Amount Range — Filter by minimum and maximum amounts.

Exporting Invoice Data

To export invoices for accounting or reconciliation:

1. Go to Billing > Invoices.
2. Apply any desired filters.
3. Click Export.
4. A CSV file downloads with all matching invoices, including invoice number, member, amount, status, date, and payment method.

This export integrates well with accounting software and spreadsheet tools for financial reporting.