Help for fitness center admins
Billing & payments
Invoices, GST, recording payments, refunds, coupons and expenses.
Invoices
- How to create an invoice for a gym member, with GSTBill a membership plan or sell a product with Create Invoice: pick the member, dates, tax and coupon, and record the payment in the same step if they've paid.
- How to add your GST number and logo to Fitnexa invoicesPut your GSTIN, business name, address and logo on every invoice from Settings › Invoice Template, and set the GST rate on each membership plan.
- How to email, download or print a member's invoiceOpen any invoice in Fitnexa to download a PDF, print it, or email it to the member with a PDF attached. Also explains the monthly invoice email limit.
- What invoice statuses mean: Draft, Sent, Paid, Partial, Overdue, VoidWhat each Fitnexa invoice status means, how the Total Invoices, Revenue Collected, Outstanding and Overdue cards work, and how to get an invoice voided.
Payments & refunds
- How to mark a member's invoice as paid (cash, UPI, card)Member paid the full amount at the desk? Open the invoice, click Mark as paid, choose how they paid and confirm. Here's how to undo it if you made a mistake.
- How to record a part payment or instalment on an invoiceRecord what a member has paid so far, keep the balance visible as PARTIAL, and set a reminder to collect the rest. Works for EMIs and split cash/UPI payments.
- How to refund a member's payment and keep records straightGive money back to a member by refunding a recorded payment from the invoice's Payments & refunds panel, with the amount and a reason for your records.
Coupons & expenses
- How to create a coupon or discount code for your gymCreate a percentage or fixed-amount coupon code in Fitnexa Promotions, set usage limits and dates, and apply it to a member's invoice at the front desk.
- How to record gym expenses like rent, salaries and equipmentLog rent, electricity, salaries, equipment and other costs in Fitnexa Expenses, see spend by category, and feed your profit and loss report automatically.