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How to create an invoice for a member at the front desk

Create a Fitnexa invoice for a membership plan or a product, add GST and a coupon, and record the member's cash, card or UPI payment in one go.

For front-desk staffWebUpdated 26 Sept 2026

Every payment at the desk goes through an invoice. You can bill a membership plan (which also updates the member's dates) or sell products from your inventory.

As staff, you bill plans and products at their list price. Only someone with Manage billing can type a custom price or discount — but you can apply coupon codes.

Step by step

  1. Click Create Invoice

    Open More › Finance › Invoices from the menu and click Create Invoice.

    Invoices
    RefreshCreate Invoice (click this)

  2. Choose the invoice type and member

    Under Invoice type, pick Plan — bill a membership or Inventory — sell a product.

    For a plan, choose the member (required), the Plan and Membership start — it defaults to the day after their current membership ends, or today. Membership end comes from the plan and can't be edited. Plan price fills in automatically. To renew a member you already have open, Renew on their record opens this same form with the member chosen.

    For a product, the member is optional (Walk-in / none). Under Line items, click + Inventory item… to pick a product (it shows how many are in stock), or + Enrolled service…, and set the Qty.

    Create Invoice
    Invoice type
    Inventory — sell a productPlan — bill a membership (selected)
    Member *Rahul Sharma
    PlanMonthly Unlimited
    Membership start25 Sep 2026
    Membership end24 Oct 2026
    Plan price₹2,500
    Tax rate (%)18
    Coupon codeSUMMER20

  3. Add tax or a coupon

    Set Tax rate (%) (for example 18 for GST). If the member has a promo code, type it in Coupon code and click Apply. The summary line shows the total.

  4. Record the payment, or leave it as a balance

    If the member is paying now, tick Record a payment (otherwise it stays in Balance until paid) and click Next: Payment. Enter Paid amount, Method (Cash, Card, UPI, Bank Transfer, Cheque, Online or Other), Date and, for UPI or card, the Transaction ID. Then click Create Invoice & Record Payment.

    Paying part now? Enter the part amount — you'll see Part payment · ₹1,000 stays in Balance. If they'll pay later, leave the box unticked, optionally tick Remind me to collect this payment, and click Create Invoice.

    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 (Active — invoice unpaid; needs Manage members & memberships). No leaves it Awaiting payment until the invoice is paid.

    Payment
    Paid amount *₹2,950
    Method *UPI
    Date *25 Sep 2026
    Transaction IDUPI ref 427716553801
    Notes (optional)
    Create Invoice & Record Payment (click this)

If something goes wrong

Only someone who can manage billing may set a price by hand. Choose a membership plan or a product for this line.
Staff can't type prices. Pick a plan or an inventory product so the list price is used, or ask a manager to create the invoice.
Membership needs a member, plan, and start date
For a plan invoice, fill in all three.
Add at least one line item
For an inventory invoice, add a product or service line.
Enter the amount paid
You ticked Record a payment — enter how much the member paid.
Paid amount exceeds the invoice total (…)
The amount can't be more than the invoice. Enter the invoice total or less.
Not enough stock for Whey Protein 1kg (have 2).
Lower the quantity, or ask your admin to update stock.
Invalid coupon
Check the spelling. The code may have expired or not apply to this item.

Common questions

Can members pay their invoice online?

No. Members pay at the front desk, and you record the payment on the invoice.

Can I give a discount?

Apply a coupon code if one exists. Custom discounts need the Manage billing permission.

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