How to follow up unpaid invoices and upcoming renewals
Use the PENDING filter on Invoices to see every invoice that still has money owed, open it to collect the balance, and find members who are due to renew.
Money still owed and memberships about to lapse are followed up from the pages you already use. Invoices has a PENDING filter that lists every invoice with a balance left on it, and Members & Staff shows who is expiring soon.
Invoices is under More › Finance, on the website and in the app. In the app the same filter is labelled Pending.
Step by step
Open Invoices and click PENDING
Open More › Finance › Invoices. The cards show Total Invoices, Revenue Collected, Outstanding and Overdue.
Click the PENDING chip, right after ALL. It shows every invoice that still has money owed — draft, sent, part-paid or overdue — and hides anything PAID or VOID. The Balance column shows what is left to collect.
In the Staff menu, open More, then select Invoices.
- ALL
- PENDING (select this tab)
- DRAFT
- SENT
- PAID
- PARTIAL
- OVERDUE
- VOID
Invoice # Due Date Total Paid Balance Status Action INV-00481 20 Sep 26 ₹5,900 ₹1,050 ₹4,850 PARTIAL Open → INV-00502 30 Sep 26 ₹1,200 ₹0 ₹1,200 SENT Open → Open the invoice and collect the balance
Click Open → on the invoice. If the member pays, click Record payment for part or all of the balance, or Mark as paid to settle it in full — both need the Manage billing permission.
A Plan invoice shows the membership it sold in its Membership card. It reads Awaiting payment until the invoice is paid in full, then Active — the member can check in from then on.
Can't collect today? Click Set reminder to be reminded to follow up. Reminders show on the Reminders page under Payments.
Find members who are due to renew
Click Members & Staff in the menu. The Expiring in 14d card counts members whose plan ends in the next two weeks, the Expires column shows each member's end date, and a lapsed member's Status reads EXPIRED.
When a member is ready to renew, create a Plan invoice for them — it sets the new membership dates and takes the payment together. See How to renew an expired gym membership.
Total Members486Active412Expiring in 14d23New Today3Work through your Reminders
Open Reminders and pick the Payments tab to see every payment follow-up that's due, including the ones set from invoices. Click Mark task as complete once the member has paid.
- Payments (select this tab)
- Birthdays
- Sales CRM
If something goes wrong
- No invoices found. under PENDING
- Nothing is owed right now — every invoice is paid in full or voided.
- I don't see Invoices under More
- Your role needs the View billing permission. Ask your admin.
- I don't see Record payment or Mark as paid
- Your role doesn't have Manage billing. Set a reminder and ask a manager to record the payment, or ask your admin for the permission.
Common questions
What's the difference between PENDING and OVERDUE?
OVERDUE shows only invoices whose status is overdue. PENDING shows every invoice that still has a balance, whatever its status, so nothing owed is missed.
Where did Pending Balances and Overdue Renewals go?
Those two staff pages were retired. Money still owed is now followed up from Invoices › PENDING, and members due to renew are found in Members & Staff and renewed with a Plan invoice.