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Table of Contents

• What is invoice-based billing?

• Billing settings configuration

• Waiving payments

• Pausing billing & freezing club access

• Changing bill cycle days

What is invoice-based billing?

Invoice-based billing processes dues on an invoice basis, providing accrual-based reporting and increased payment collection attempts on all contractually owed dues regardless of account status. 

How invoice-based billing benefits you - 

Clubs using invoice-based billing attain and maintain increased revenue, gain additional control and flexibility of billing, and access additional insight into billing and payments. 

Clubs on invoice-based billing also benefit from an improved reattempt schedule that increases the overall collectibility of past-due accounts and minimizes the effort needed to collect past dues manually. 

Billing settings configuration

Once you are started on Invoice-based billing, it is important to verify that all billing settings are configured correctly. Please review the following settings to ensure that billing and proration will occur according to your business expectations.

• Default billing pause fee—Set to the desired fee amount for billing pauses. The fee will be billed at the same frequency as the dues payments.
• Billing pause extends contract term (more info)
  • TRUE (Recommended): When billing pauses are applied, the membership's term is automatically extended by the length of the pause. If the membership has a renewal, rollover, or preset option, it is automatically extended by the length of the pause. The total remaining contract balance and total number of payments are not changed. 
  • FALSE: Membership terms will not be extended when a billing pause is applied. The contract term before and after the pause will be the same, fewer payments will be collected due to the billing pause. 
• Allow pauses to end early and bill proration (more info)
  • TRUE (Recommended): An End Pause Now & Prorate button is available for accounts that are actively paused- this allows the option to end billing pauses immediately and generates an invoice for the prorated amount of dues for the current date through the Next Invoice Date. This can currently only be configured by ASF support, please reach out to support to set this if you do not see it available.
  • FALSE: Billing pauses can only be ended on a bill cycle date. Members can get access to the gym by removing the access freeze, but no option to prorate dues will be present. 
• Apply proration for bill cycle day changes (more info)
  • TRUE (Recommended): When a bill cycle day is changed, a prorated invoice will be generated for the time period between bill cycle day changes. The due date of this invoice will be the start of this period, so it will match the old bill cycle day. 
  • FALSE: Bill cycle day changes will not bill proration.
• Return expired accounts after 30 days
  • TRUE: Expired accounts that have a past-due balance will be automatically returned 30 days after expiration. 
  • FALSE (Recommended): Expired accounts that have a past-due balance will not be returned.  If the setting below is used they will return at 120 days. (confirm)
• Return past due accounts after 120 days
  • TRUE (Recommended): Accounts that have a past-due balance will be automatically returned at 120 days past due based on the oldest outstanding invoice.  If a successful payment has been made in the past 120 days, the account will not be returned. 
  • FALSE: Accounts will remain in a statement status until manually returned by a staff member at the club. 

Waiving Payments 

For more information on this feature, check out the full help article. 

• With invoice-based billing, you gain access to the ability to waive payments by applying a dues or add-on credit. This can be used for things like skipping a dues payment, forgiving a payment, or crediting a payment as a referral reward. 
• To waive dues or add-on payments, navigate to the credit window in member management and enter the amount of the credit you would like applied. The display will show you where the credit will be applied after an amount is entered. Dues invoices can be partially credited if desired, however, any add-on payments must be credited in full. 

Billing Pauses & Access Freezes

For more information on this feature, check out the full help article. 

• Clubs on Invoice-Based Billing have an updated freeze account process that allows independent management of billing and access. This is available via a new Pause Billing / Freeze Access section that replaces the Member Account > Billing > Freeze Account section.

Bill Cycle Day Changes 

For more information on this feature, check out the full help article. 

• Need to change the day of the month a customer is being billed?  In invoice-based billing we have made changing the billing cycle day more transparent and updated it to allow proration to be billed if desired. 
• You can find the option to edit the bill cycle day by hovering over the field in Member Management. 
  

  

Reports

With the transition to Invoice-based billing, you will have new report options that we recommend using in place of legacy reports. Some reports may become unavailable once your account is on Invoice-based billing to avoid invalid data being reported.