We get a lot of contacts around the world regarding the billing services of WODconnect. We are happy to answer questions by email, phone, and Skype. We will continue to do that in the future, but maybe it’s time to gather all the FAQ with answers here. These are probably running in your mind too, in case you are interested in making your gym owner life easier. Or it might be that you are already using the system, and some of our features are still unknown to you. Here’s a complete guide to WODconnect billing!
What services/products can I bill?
We like to divide products into three groups:
- membership subscriptions
- individual purchases
- seminars
Membership subscriptions recur automatically every 1, 3, 6 or 12 months depending on the user-specific settings. By individual purchases, we mean t-shirts, supplements, training gear, and all the other products that you want to sell at your gym. You can choose to let your customers to make individual purchases by them selves with the self-purchase interface. Seminars include on-ramps, training sessions, and events that you want to bill separately from membership subscriptions. All three product groups are a little bit different in terms of billing.
How will I benefit from the billing service?
The biggest advantage is that it will save a lot of your time. Membership subscriptions will be billed automatically, so you will never miss billing someone again. You will also get real-time visibility to payments whenever you need to check paid and unpaid invoices. You will also know when exactly bills have been paid.
Furthermore, WODconnect generates several financial reports, which help you to understand your business better. You can also give the necessary reports straight to your accountant, without any paperwork. That saves a lot of time and money.
In case you are using our class booking system, having the billing will give you the possibility to allow only paid members to book classes.
How will my members benefit from the billing service?
Your members will be happy about the easiness of handling the payments. The notifications will help them to pay their bills on time.
They will get a bill once a month, where they will see all their purchases specified. Bills can also be sent right away if needed, and memberships can also be charged every 1, 3, 6, or 12 months. Your clients will get a notification about the bill in WODconnect and their email, then pays it by credit card or through online banking. Naturally, everything can be paid with cash straight away at the gym, and vouchers can be used in case of memberships and seminars.
How do I bill on-ramp and seminar subscriptions?
When organising seminars, participants will reserve their places after making the payment - you’ll just have to publish the seminar in WODconnect and share the paylink.
To promote your seminars, you can also publish all your current ones on your gym website by using the seminars widget. For every event and seminar, WODconnect will make a useful list of all the participants and their emails.
How are the discounts handled?
If it is a permanent discount, for example, a 20% discount off from a months membership, the most convenient way is to create a new membership product with the wanted discount. In that case, the bill is normally handled. In case it is a one time discount, the price is edited in that particular bill.
When a customer pays with cash or a voucher, how is it marked in the bill?
The outgoing or sent bill is opened, and the method of payment is marked in the “settlement” field. The bill is saved, and the customer pays the rest of the price. If the whole amount is paid with cash or a voucher, the bill can be marked as paid. Bills paid with cash or vouchers are shown separately in your accounting reports.
How do I cancel a bill?
Canceling a bill is easy. The bill is opened and removed by clicking “Remove”. Just confirm, and the bill will be deleted.
How are billing reports handled?
You will get accounting reports straight from WODconnect, which decreases the amount of paperwork significantly. Just send the reports to the accountant monthly, or give your accountant direct access to the information on WODconnect.
You can choose to have your sales and compensation reports as Excel files with total sums – this will save lots of time and money. Accountants can also browse deleted bills by month and get unpaid bills reports of a chosen periods.
More about reports on WODconnect
Does the billing work in my country?
Paypal and credit card payments work everywhere, and other payment methods are provided through different partners depending on the country. Some of the countries use Adyen payments, of which you can learn here
Contact us for more details on country specific payment information.
What does the billing system cost?
The price consists of two fees:
- WODconnect charges 1,50€ + VAT (or $1.5 dollars for US) per bill sent to a customer
- The payment provider cost depends on your contract with them (1-5% of bill depending on provider)
Note that our class booking system is free for all our billing customers. Otherwise, the price is 27€ per month.
How do I start?
In your gym admin view in WODconnect, click “enable billing” from the header. You will be guided to send us a message from the system, where you can just write that you are interested in starting using the billing system. We will then contact you, give you further information about the service and let you try it out.
That’s it! We hope this answers your primary questions about the billing system. If you need help in any case regarding WODconnect, contact us at buddy@wodconnect.com.
