Billing & Processor Settings

GymPoint handles recurring billing, one-time payments, and point-of-sale transactions through an integrated payment processor. This guide walks you through connecting your processor and configuring billing preferences.

Payment Processor Connection

GymPoint integrates with Poynt as its primary payment platform. Poynt handles merchant boarding, card processing, and terminal-based payments.

To connect your Poynt account:

1. Go to Settings > Billing > Payment Processor.
2. Click Connect Poynt.
3. If you already have a Poynt merchant account, enter your Business ID and API credentials.
4. If you're new to Poynt, click Apply for a Merchant Account. GymPoint will guide you through the boarding process, which includes:
   • Business verification
   • Banking information for deposits
   • Processing volume estimates
5. Once connected, the status indicator shows Connected with your Merchant ID displayed.

After connection, GymPoint can process credit cards, debit cards, and ACH payments through Poynt's network.

To disconnect or change processors:

1. Go to Settings > Billing > Payment Processor.
2. Click Disconnect.
3. Confirm the action. Note that disconnecting pauses all automated billing until a new processor is connected.

Default Billing Settings

Configure how GymPoint handles recurring charges across your organization.

1. Go to Settings > Billing > Billing General for default billing behavior, and Settings > Billing > Billing Schedule for the auto-pay run schedule and retry logic.
2. Set the following preferences:
   • Billing day — the default day of the month for recurring charges (e.g., the 1st, the 15th, or match the member's enrollment date).
   • Retry schedule — how many times and at what intervals GymPoint retries failed payments (e.g., retry after 3 days, then 7 days, then 14 days).
   • Grace period — the number of days after a failed payment before the membership is flagged as past due.
   • Auto-cancel after — optionally cancel memberships automatically after a specified number of days in past-due status.
   • Proration — enable or disable prorated charges when members upgrade or downgrade mid-cycle.
3. Click Save.

These are organization-wide defaults. Individual membership plans can override these settings if needed.

Tax Configuration

If you collect sales tax on memberships or services, configure your tax settings here.

To set up tax:

1. Go to Settings > Billing > Tax Settings.
2. Toggle Enable Tax Collection on.
3. Enter your tax rate as a percentage (e.g., 8.25).
4. Optionally set different rates for different item categories (memberships, retail, services).
5. Enter your tax ID number for display on invoices.
6. Choose whether tax is included in the listed price or added on top.
7. Click Save.

Tax is automatically calculated and applied to invoices, receipts, and billing charges based on these settings.

Invoice Customization

Customize how invoices appear to your members.

1. Go to Settings > Billing > Invoice Settings.
2. Configure the following:
   • Invoice prefix — a short code prepended to invoice numbers (e.g., "GP-" produces GP-001, GP-002, etc.)
   • Payment terms — default due date terms (e.g., "Due on receipt" or "Net 15")
   • Footer text — custom text displayed at the bottom of every invoice (e.g., refund policy, thank-you note)
   • Logo — the invoice uses your organization logo by default, or you can upload a separate invoice-specific logo
3. Click Save.

Members can view and download invoices from their member portal. Staff can also access invoices from the member's billing tab.

Receipt Settings

Receipts are generated automatically after each successful payment.

1. Go to Settings > Billing > Invoice Settings to configure receipt behavior alongside invoices.
2. Configure:
   • Auto-email receipts — toggle on to automatically email a receipt after every payment
   • Receipt format — choose between a simple summary or a detailed itemized format
   • Custom footer — add a message to receipt emails (e.g., "Thank you for being a member!")
3. Click Save.

Receipts include the payment amount, date, method, and a description of what was charged. If you have a Poynt terminal, printed receipts can also be generated at the point of sale.

Tips

• Test your processor connection after setup by running a small test charge and then refunding it.
• Set realistic retry schedules. Three retries over 14 days is a common, effective configuration.
• Consult your accountant for the correct tax rate and whether to include or exclude tax in pricing.
• Keep invoice footers professional. Include your refund or cancellation policy so members have clear expectations.