Apr
20
2016

Fitness & Gym Invoicing and Accounting Management System

As a gym or fitness center, where you have monthly subscription or sell fitness related goods and a trainer in the gym, you will need to manage your accounting and invoicing of your clients. OnlineInvoices is customized to fit your needs, and in this blog, we will describe how can you make the best out of OnlineInvoices.

To manage your accounting tasks, register for a free account on OnlineInvoices Billing and Accounting Software or if you are in a hurry, use our free Fitness and Gym Invoice Template.

In this tutorial we will highlight:

  • How you can use online invoices to add new clients.
  • Add your subscription plans, products and training fees.
  • Add your business expenses and income.
  • Send quotes to your potential customers.
  • Create invoices and invoice your clients for services you provide and your products.
  • Receive online payments for your invoices to your favorite payment gateway.
  • Add staff members to help you manage your gym.
  • Create advanced reports to track how your business is going and your profit or loss over certain periods.

First you will need an account in OnlineInvoices. Login to your account or Register for a free account now.

Adding New clients to your system:

A client in OnlineInvoices is your business’s regular customer. Adding clients will help you invoice and track their loyalty to your business.

  1. From the “Clients” menu, choose “Add New Client“.
  2. Add the new client’s details: Please Note, only the required fields are (client business name, client number – and client email address, if you choose the “Send Via Email” invoicing method).
  3. Complete the “Client Details” field: check this for more info How to Add New Clients in Online Invoices.
  4. Click on the Save button to save the new client.

After you complete adding your clients, you can list the services you provide, like Subscriptions, Training fees, and products

Adding your services or products.

  1. From the “products” menu, choose “Create product“.
  2. Add your product or your service details: check this for more info How to add new products in Online Invoices.
  3. Click on the Submit button to save the new product.

Now you are ready to add the expenses of your business like tools, electricity, products…etc

Recording business expenses.

OnlineInvoice also works as an online expenses tracking software.

To create or add new expenses to your online invoices system:

  1. From the “Finance” menu choose “Add Expenses“.
  2. Fill the detail of the expense: check this link for more info Tracking Expenses in Online Invoices.
  3. Click “Submit” to save the new expense.

Now, your business expenses are in place, so you can review and track where the money goes. You can also send quotes for your services to your potential clients.

Recording business Incomes.

Adding your income to the OnlineInvoice Online billing and Accounting Software will help you track your profit and loss , taxes and other accounting items, related to your income.

Besides adding normal incomes entries your paid invoices are also considered income in the reports.

  1. From the “Finance” menu choose “Incomes.
  2. Press the “New Income” button.
  3. Add the details of the income. Check this link for more info Managing Incomes in OnlineInvoices.
  4. Click “Save” to save the new income or click¬† the “Save and Add New” button to save the income and open a window to add a new income.

Quote your gym services and products.

  1. From the “Invoices” menu choose “Estimates”.
  2. Click the “New Estimate” button.
  3. To get in-depth info about creating estimates visit: Creating Estimates in the Online Invoices System .
  4. After filling out the estimate with your service info click the “Save & Send Email” button.
  5. Your client will receive the estimate by email and will have the power to accept the estimate and add notes if required via that email.
  6. When your client receives the estimate and accepts it you will receive an email notifying you of the update.
  7. When opening the invoice it will be marked as accepted, and simply click the “Convert to invoice” to generate an invoice based on this estimate

conver to invoice

  1. Once you generate the invoice you can edit it or add more fields. Check this link: Create Your first invoice to get in depth knowledge of creating invoices.
  2. To receive payments online for your invoice you will need to set up a payment gateway.
    Check these links and configure your gateway:

    1. How to Invoice Your Client Using 2Checkout.
    2. How to Invoice Your Clients Using Stripe.
    3. How to Invoice Your Client Using Authorize.net.
    4. How to Invoice Your Clients Using PayPal.

 

To add more staff to your system

  1. From the “Staff” menu choose “Add Staff“.
    Add-staff-details
  2. Add your staff member details
    1. Name
    2. Email address and a password the staff member will use to login to the system.
    3. Set a role for your staff member.
    4. Tick the “Active” check box.
  3. Click the “Save” button.

Set roles for your staff within the system

According to your staff member’s role in your business you can assign him/her a set of roles so he/she can use the system to add info about clients, note work done or invoice your clients.

To Create a New Role:

  1. From the “Staff” menu choose “Manage Staff Role“.
  2. The “Manage Staff Role” page lists all the available created roles.
    manage-staff-roles
  3. From the top right corner click “New Role“.
  4. The “New Roles” page will list all the available permissions that can be associated with the staff member as in this picture below.
    All Staff roles
  5. Add a name for the role.
  6. Tick the “Is Admin” if you wish to give this staff member full permissions for the system.
  7. Start ticking the permissions that you wish to give to that role, but be careful as some roles need other roles from other sections so the staff work together smoothly. For example, before you give a person invoicing ability you should give them access to the products and clients and enable them to view invoices too.
  8. Click “Submit” to save the new role.

 

Creating Profit and loss Reports

What is a Profit & Loss Report (P&L) ?

The profit and loss statement/report is a summary of the financial performance of a business over time (monthly, quarterly or annually is most common). It reflects the past performance of the business and is the report most often used by small business owners to track how their business is performing.
To access the Profit and Loss report (P&L):
From the “Finance” menu choose “Profit & Loss Report“.
  1. Choose a Period: Monthly, Quarterly (3 months) or Yearly.
  2. Income: Choose to include only paid invoices in the income or all invoices.
  3. Date Range: Choose a date range.
  4. Currency: Choose a currency.
Click “Show Report” to generate the report.

The report generated will show your income (from invoices) and your expenses in a graph and a table – the last field is the profit (or loss) for the selected time period.

Once the report is generated you can Export it to CSV ,PDF or print it.

Invoicing and Tax Reports

For any date range, you can generate reports related to taxes, payments or general invoice. With easy to use filter options, you can customize the results displayed by client, currency, status and many other options. See what you are up to, in seconds, any time.

General Invoice Report

  1. From the “Invoice” menu choose “General Invoice Report”
  2. Group by client, staff, invoice statues or time period.
  3. Choose a certain client or all clients
  4. Invoiced by: Choose a staff member to show all his created invoices.
  5. Choose status: paid, partly paid, unpaid or overdue
  6. Choose a date range.
  7. Choose the currency and then click Show Report

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Invoice Taxes Report

  1. From the “Invoice” menu choose “Invoice Taxes Report”.
  2. Choose a tax.
  3. Choose revenue type: Accrual or Cash
  4. Choose a date range.
  5. Choose the currency and then click Show Report

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Invoice Payments Report

  1. From the “Invoice”menu choose “Invoice Payments Report”.
  2. Group by client or time period
  3. Invoiced by: Choose a staff member to show all his created invoices.
  4. Choose a specific client or all clients
  5. Choose a date range.
  6. Choose a payment method or all methods.
  7. Choose the currency and then click Update.

Note: You can print the report directly or export to CSV or PDF file with graphs and tables.

Start managing your accounting tasks. Simply register for a free account on OnlineInvoices Billing and Accounting Software or if you are in a hurry use our free Fitness and Gym Invoice Template.

Contact us if you have an issue or more questions.

 

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