In this article you will learn how to configure a fee split for a company, apply it to a member's contract and create company invoices.
Contents
- Quick Guide
- Prerequisites for using company invoices
- Configuring the fee split for a company
- Creating a contract with a company split for a member
- Company invoice configuration
- Overview of company invoice runs
- Drilldown of a company invoice run
- Company overview
- Invoice reconciliation
Quick Guide
- Check the prerequisites.
- Under Settings / Corporate fitness / Cooperation model, create a fee split for the company.
- Create a contract with this fee split for the member.
- Under Settings / Corporate fitness / company invoice configuration, set up the configuration for company invoices.
- Under Finance / Corporate fitness / Company invoice runs, start a company invoice run.
Prerequisites for using company invoices
Under Settings / Studio / Operating company, the address, name, tax information and bank account with IBAN and BIC must be complete. If any of these details is missing, no company invoice run can be created.
Your studio needs an active company invoice configuration. In addition, every company you invoice needs a fee split it is assigned to. You set up both in the following sections.
Your role also needs the matching permissions. In the role management you find them under these categories:
| Task | Permission |
|---|---|
| Configure cooperation models and fee splits | Settings / Vouchers / Configure value vouchers |
| Provide vouchers for the fee split | Finance / Vouchers / Manage contract vouchers |
| Set up the company invoice configuration | Settings / Invoices / Manage corporate invoices |
| Create company invoice runs | Member management / Finance / Create individual invoice |
| Use the company overview | Member management / Administration / Manage partner company |
The permission Configure value vouchers also grants access to the settings for value vouchers and member vouchers.
Configuring the fee split for a company
A fee split configuration for the respective company must be created in the cooperation models.
The fee split defines which share of the fee the company covers when a contract is concluded with a member who belongs to this company.
The fee split must be assigned in the software.
Go to Settings / Corporate fitness / Cooperation model and click the blue Create Cooperation model button in the top right corner.
Fill in the name, select the Campaign the split is created for, and add the Public name, the Internal Description and the External description.
Then click Next.
Now select Fee split as the type.
Next, you can create a voucher code for the split.
As soon as you click Create, the split is created. A few more settings are still required.
A company must be assigned to the discount, prices must be set for the discount and the vouchers for the split must be generated.
Open the Companies tab to select a company for the split.
Select a company and click Save.
You are automatically redirected to Finance / Corporate fitness / Cooperation model, where you can now use Provide vouchers in the top right corner.
A window opens where you can either enter a fixed number of vouchers or make an unlimited number of vouchers available for the fee split.
Go back to Settings / Corporate fitness / Cooperation model, open the Fee split tab and select your new split.
In the Rates tab you can now define which rate the split applies to. Open the three-dot menu and select Add discount & conditions.
Here you can choose from your rates and their terms.
By default, all rates can use this split, but you can restrict it to individual rates.
Specify whether the company share is set as a percentage or a fixed amount and finish with Save.
The Add discount & conditions entry stays available after you have added a combination. To add another rate, term or payment frequency combination later, select it again. To edit or remove an existing combination, use the three-dot menu in its row (Edit discount & conditions or Delete discount & conditions).
For a fee split without a voucher code, this area looks different. The tab is called discount & conditions, and the three-dot menu sits in the table header. It contains only the entry Edit discount & conditions. In the dialog behind it, use the rate, term and payment frequency selection fields to pick another combination and add it to the list. Remove existing entries with the minus icon next to them. Save the dialog so that the complete list is applied.
In this variant, the company share is the same for all combinations. You maintain it once for the whole split in the Settings tab under configuration. If you need a different company share for some rates, create a further fee split without a voucher code that contains only these rates. Alternatively, use a fee split with a voucher code, where you set the company share for each combination individually.
You can also define discount & conditions for Additional modules or Flat fees. To do so, select the corresponding tab instead of Rates.
You now see the overview of the fee split configuration and can edit the Approval in the Settings tab via the three-dot menu as the next step.
Creating a contract with a company split for a member
There are three ways to do this. For a new contract, choose the type that matches the fee split: with a voucher code or without a voucher code. For an existing contract, redeem the voucher afterwards.
Create a new contract with a voucher: In the member overview, open the three-dot menu of the Active memberships widget, select New membership and choose Vouchers (including company split with voucher code) as the type.
Enter the voucher code. As soon as it is recognised, the dialog shows the matching cooperation model and company, and the fields for rate, term and payment frequency are unlocked.
The rate dropdown only lists the rates you set up under discount & conditions for this split. If it is set to All, you see every rate of your studio. If you restricted the split to specific rates, only those appear.
Select rate, term and payment frequency, click Next, check the summary and complete the contract.
Create a new contract with a fee split without a voucher code: Open New membership as described above and choose Company split (without voucher code) as the type. With this type, the member does not need a voucher code, you select the fee split directly. First select the company in the Company field, then the matching fee split in the Company split field. The Company split field only lists fee splits without a voucher code that are assigned to this company.
Then select Rate, Term and Payment frequency. Here, too, only the rates set up in the selected fee split are available. Set Start of use and Membership start date if needed and complete the contract.
If a company has several fee splits without a voucher code, for example with a different company share for different rates, you choose the right one here. The software does not make this choice automatically. Make sure the rates of the splits do not overlap and the splits have distinct names.
Redeem a voucher on an existing contract: You can also apply the voucher to a contract the member already has. Under Active memberships, open the three-dot menu of the contract row and select Redeem voucher.
Enter the voucher code in the dialog, choose a different start date if needed, then confirm.
With both voucher code options, the contract then shows a B2B badge. If you redeem the voucher on an existing contract, the fee split applies from the start date you chose in the dialog.
This completes the setup.
Company invoice configuration
You create the configuration under Settings / Corporate fitness / company invoice configuration.
The following information is required:
- Tax information: taken from the operating company data under Settings / Studio / Operating company.
- Invoice numbering: set it up under Settings / Invoicing / Invoice numbering. If a numbering is used for company invoices, it shows the badge active for company invoices there.
- Invoice template: an invoice template from Settings / Invoicing / Invoice templates must be selected.
In such an invoice template you can use the placeholder "$companyNumber-$invoiceNumber" for company invoices. It outputs the invoice number that is needed to settle the invoice via BankConnect.
Example: "Please transfer the invoice amount within 21 days to our bank account, stating the customer and invoice number (C-15-dada-2024-7)."
You can enter a different billing address. It then appears on the company invoices instead of the studio billing address. In the company invoice configuration you can also define whether company invoice runs are created automatically.
For example:
- Execution date (daily, weekly, monthly)
- Claims up to a certain due date (depending on the execution date)
- A payment term in days, based on the creation date
- Automatic processing of the preview (the invoice is created immediately)
The configuration shows the history of the invoice runs created on the basis of this configuration in the Changelog tab.
Overview of company invoice runs
Under Finance / Corporate fitness / Company invoice runs you find an overview of the created invoice runs.
In this view you can download an aggregated invoice list as a PDF for each company invoice run.
You can also start a company invoice run manually for all or for selected companies. The data in this dialog is preloaded from the company invoice configuration.
Drilldown of a company invoice run
For each company invoice run you can view the included companies as well as the members and their claims in detail.
You can download all created invoices of a company invoice run in aggregated form.
In the detail view of a company within a company invoice run, you can download, settle or cancel the company's individual invoice.
Company overview
Under Finance / Corporate fitness / Company overview you find an overview of all companies.
This overview contains the company contact details, contracts, created invoices and stored documents. In the Invoices tab you can download individual invoices for the company.
In the Documents tab you can store company-related files. Created invoices are stored here as well.
After selecting a company, the Memberships tab shows the created contracts and the associated members.
Invoice reconciliation
For invoice reconciliation via bank transfers, BankConnect assigns payments to the invoices automatically if the payment reference (company number and invoice number) and the amount of the transfer match the invoice.
The payment reference of a transfer must have this format:
"CompanyNumber-InvoiceNumber", e.g. "C-21-2024-3".
The company or customer number is the number shown in the company overview, e.g. C-21.
The invoice number follows the invoice numbering configuration, e.g. 2024-3.
Note: This article was created with the help of artificial intelligence and editorially reviewed.