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How to create an invoice for a gym member, with GST

Bill 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.

For fitness center adminsFront-desk staffWebUpdated 26 Sept 2026

Every rupee your center collects should have an invoice behind it. Fitnexa has two kinds: a Plan invoice bills a membership and updates the member's membership dates, and an Inventory invoice sells products such as a protein shake or a pair of gloves.

If the member pays at the desk right away, you can record the payment while you create the invoice, so it goes straight to PAID.

Step by step

  1. Open Invoices

    Click More in the left-hand menu, then Invoices under Finance. Click Create Invoice at the top right.

    In the Admin menu, open More, then select Invoices.

    Invoices
    RefreshCreate Invoice (click this)

  2. Choose the invoice type

    Under Invoice type, pick Plan — bill a membership for a new or renewed membership, or Inventory — sell a product for counter sales.

    Then choose the Member. For product sales you can leave it as Walk-in / none. Set the Billing country, Issue date and Due date.

    Create Invoice
    Invoice type
    Inventory — sell a productPlan — bill a membership (selected)
    MemberRahul Sharma
    Billing countryIndia
    Issue date25 Sep 2026
    Due date2 Oct 2026

  3. Fill in the plan, or add line items

    Plan invoice: choose the Plan, then check Membership start — it defaults to the day after the member's current membership ends, or today. Membership end follows from the plan's length and can't be edited. The invoice adds the membership to the member's record as Awaiting payment; it becomes Active once the invoice is paid. Renew on a member's profile opens this same form with the member already chosen.

    Inventory invoice: under Line items, enter a Description, Qty and Unit price, or use + Inventory item… to pick a product from stock (stock goes down automatically) and + Enrolled service… for a service the member is enrolled in. Click Add line for more rows.

    Plan
    PlanQuarterly Strength
    Membership start1 Oct 2026
    Membership end31 Dec 2026
    Plan price₹6,000These dates update the member's membership record.

  4. Add discount, tax and a coupon

    Enter a Discount if you're giving one. Tax rate (%) fills in from the plan (you'll see Auto-applied 18% from plan — edit to override) — change it only if this sale is different.

    Got a promo code? Type it into Coupon code and click Apply.

    Discount₹500
    Tax rate (%)18Auto-applied 18% from plan — edit to override
    Coupon codeDIWALI10
    Apply (click this)

  5. Record the payment now, or later

    If the member is paying right now, tick Record a payment and click Next: Payment. Enter the Paid amount, Method, Date and, for UPI or card, the Transaction ID. Click Create Invoice & Record Payment.

    If they'll pay later, leave it unticked and create the invoice. Tick Remind me to collect this payment and pick a date in Remind me on so it shows up in Reminders.

    For a plan invoice that isn't paid in full, Fitnexa asks The invoice is unpaid. Activate the membership now? Yes makes the membership active straight away — it shows Active — invoice unpaid until the invoice is paid (needs Manage members & memberships). No leaves it Awaiting payment until the invoice is paid.

    Record a payment
    Paid amount *₹6,490
    Method *UPI
    Date *25 Sep 2026
    Transaction IDUPI 427019385612
    Notes (optional)
    Create Invoice & Record Payment (click this)

If something goes wrong

Membership needs a member, plan, and start date
A plan invoice must have a Member, a Plan and a Membership start. Walk-in isn't allowed for plans — register the person first.
Add at least one line item
An inventory invoice needs at least one row with a description, quantity and price.
Paid amount exceeds the invoice total (…)
The payment can't be more than the invoice. Lower the Paid amount to the total or less.
Invalid coupon
Check the spelling, and in Promotions check the coupon is enabled, not expired, and that the invoice meets its minimum amount.
Not enough stock for Whey Protein 1kg (have 2).
Lower the quantity, or add stock to the item in Inventory & Assets first.

Common questions

Can members pay their Fitnexa invoice online?

No. Members pay at your front desk by cash, card, UPI or bank transfer, and you record the payment on the invoice. Members can see and download their invoices in their account.

Does a plan invoice renew the membership?

Yes. It adds a new membership from Membership start to Membership end to the member's record. It goes live when the invoice is paid, or straight away if you choose to activate it.

Can I create an invoice from the mobile app?

Yes. On a member's profile, open Invoices and tap Create invoice, then choose Inventory (products, if you can view inventory) or Plan. As on the web, typing your own prices, a discount or recording a payment needs Manage billing.

How do I give a membership for free?

Don't raise a zero invoice — use Give complimentary membership on the member's Membership tab. It needs Manage members & memberships and Manage billing, and a reason.

How do I add GST to an invoice?

Set a Tax Rate (%) on the membership plan and it's applied automatically. You can change Tax rate (%) on any single invoice.

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