In this article, you will learn, how to configure the Contribution Split and issue invoices for corporate fitness
- Prerequisites for using corporate invoice creation
- Configuring the Contribution Split for a company
- Creating a contract with a corporate split for a member via the PerfectGym Next Backoffice
- Corporate invoice configuration
- Overview of corporate invoice runs
- Drilldown of a corporate invoice run
- Company overview
- Invoice reconciliation
Quick guide:
- Check the prerequisites (Contribution Split).
- Navigate to: Settings > Corporate Fitness > Corporate Invoice Configuration.
- Execute an invoice run.
- Payments are automatically recognized by PerfectGym Next
Prerequisites for using corporate invoice creation
To use the corporate invoice creation feature, specific settings must be configured in advance. This ensures that contributions from companies and their members are correctly assigned and invoiced.
Configuring the Contribution Split for a company
In the cooperation models, a Contribution Split configuration must be created for the respective company.
This Contribution Split defines what portion of the membership fee the company covers when a contract is signed with a member associated with that company.
The assignment of such a Contribution Split must be done via PerfectGym Next.
Go to Settings / Corporate Fitness / Cooperation Model and click the blue button Create Cooperation Model in the top right corner.
Fill in the name field, select the campaign for which the split is created, and add additional details such as the public name, internal, and external description.
Click Next.
Now, select the Contribution Split and create a voucher code.
Once you click Create, the split is set up, but further configurations are required.
You need to assign a company for the discount, define prices for the discount, and generate vouchers for the split.
Navigate to the Companies tab to select a company for the split.
Click Save.
You will be automatically redirected to Finances / Corporate Fitness / Cooperation Model, where you can now click Provide Vouchers in the top right corner.
A window will open where you can either specify a fixed number of vouchers or choose to make an unlimited number of vouchers available for the Contribution Split.
Creating a contract with a corporate split for a member via the PerfectGym Next Backoffice
Now, you can create a new contract for a member from their profile by using the Contracts widget and the three-dot menu.
Select the voucher option, enter the created voucher code, select the tariff, duration, and payment method.
Click Next, review the summary, and click Save.
The contract is now created.
Corporate invoice configuration
To create a corporate invoice configuration, navigate to Settings > Corporate Fitness > Corporate Invoice Configuration.
The following information is required:
- Tax Information: Pulled from Settings > Studio > Operating Company.
- Invoice Numbering: Set up under Settings > Billing > Invoice Numbering. If a numbering system is activated for corporate invoices, the label "Active for Corporate Invoices" will appear.
- Invoice Template: A template from Settings > Billing > Invoice Templates must be selected.
You can specify a different billing address for corporate invoices, which will be displayed instead of the standard studio billing address.
Overview of corporate invoice runs
Under Finances > Corporate Fitness > Corporate Invoice Runs, you will find an overview of all created invoice runs.
You can manually trigger a corporate invoice run for selected companies. The data in this modal is preloaded based on the corporate invoice configuration.
Drilldown of a corporate invoice run
For each corporate invoice run, you can view details of the included companies, members, and their charges.
All created invoices can be downloaded in an aggregated format.
In the detailed view of an individual company within a corporate invoice run, you can download, settle, or cancel the invoice.
Company overview
Under Finances > Corporate Fitness > Company Overview, you will find a list of all registered companies.
This overview includes company contact details, registered contracts, created invoices, and uploaded documents. In the Invoices tab, individual invoices for a company can be downloaded.
In the Documents tab, company-related files and invoices are stored.
Invoice reconciliation
For invoice reconciliation via bank transfers, the BankConnect application has been enhanced.
An automatic payment allocation occurs if the transfer reference includes the company number, invoice number, and the transferred amount matches the invoice amount.
The reference format must be:
"CompanyNumber-InvoiceNumber" (e.g., C-21-2024-3).
The company/customer number corresponds to the one displayed in the Company Overview, e.g., C-21.
The invoice number is defined as per the invoice configuration, e.g., 2024-3.