In this article, you will learn everything about invoice configuration in PerfectGym next.
Quick guide:
- Go to Settings / Invoicing / Invoice Configuration.
- Create a new invoice configuration.
- Choose the type of invoice generation.
- Activate the configuration.
General
With the invoice configuration in PerfectGym next, you can enable automatic invoice runs. Invoices are then created and sent automatically according to your settings. This saves you the effort of manual invoice creation and ensures your members receive their invoices reliably.
To get started, go to Settings / Invoicing / Invoice Configuration.
Create invoice configuration
Use the Create Invoice Configuration button in the top right corner to set up a new configuration.
You can define which locations should share this configuration and assign a clear name and billing type. The billing type options are:
Full payment: An invoice is generated automatically once the receivable is fully paid.
Due date: An invoice is generated automatically as soon as the due date occurs.
Important: Billable receivables are collected daily and combined into a single invoice per member for that day.
After clicking Create, you can edit the configuration details.
Edit invoice configuration
In the three-dot menu of the Invoice Generation tile, you can adjust the following:
Edit Invoice Delay: Define how many days after full payment or due date the invoice should be created.
Edit Invoice Generation: Choose which payment methods should trigger automatic invoicing.
(De)activate invoicing for device purchases: This is usually disabled because sales may be documented separately.
In the Invoice Delivery tile, you can link to the automated sending settings (under Communication / Notifications) and specify whether invoices are available to members as downloadable PDFs in their member portal.
Tip: Making invoices available digitally saves costs and ensures they always reach your members.
Activate invoice configuration
The invoice configuration can be used across multiple locations but must be activated individually for each. In the overview of your configurations, use the three-dot menu to activate a configuration and choose the start date for automatic invoicing.
Important: If you select a start date in the past, invoices will also be created retroactively.
The Activation History tile shows for which locations the configuration has been activated and from which date invoicing began.