How to Send Invoices

With the Exercise.com Payments platform, you can easily create and send invoices to clients and staff members. This guide walks you through how to create an invoice from your Dashboard and choose whether to charge automatically or request payment.

You can send invoices for one-time items, services, subscriptions, or anything you need to bill for. Follow the steps below to get started.

• Create an Invoice for a Client
• Create an Invoice for a Staff Member

Create an Invoice for a Client

1. Go to the Accounts Section

Click the Accounts section on your Dashboard to view client profiles and billing details.

2. Select a Client

Choose a client from the list to open their profile.

3. Open Payment Details

Click Payment Details to manage the client’s invoicing and payment information.

4. Click the Invoices Tab

Go to the Invoices tab to view existing invoices and create a new one.

5. Click Create Invoice

Click Create Invoice to begin setting up a new invoice.

6. Choose What the Invoice Is For

Select a purchasable item or choose an active subscription. If it’s something not listed, select “Other.”

7. Set the Amount, Taxes, and Description

Enter the Amount Due, add any applicable taxes, and write a description. Note: Taxes do not apply automatically.

8. Choose Invoice Behavior: Charge Automatically

Select Charge Automatically if you want the invoice to process using a saved payment method. You can charge it now or schedule a future charge date.

9. Choose Invoice Behavior: Send Invoice

Select Send Invoice to request payment. Choose a due date and time before sending.

10. Add Custom Fields (Optional)

Add a custom field if you need to include extra information such as an order number or product ID.

11. Finalize the Invoice (Charge Automatically)

If charging automatically, click the button to collect payment immediately.

12. Finalize the Invoice (Send Invoice)

You can save the invoice as a draft or finalize it to send right away. Draft invoices must be finalized before they can be sent.

You’ve now created an invoice for a client. You can manage payment status and follow-up activity directly from the client’s invoice list.

Create an Invoice for a Staff Member

This walkthrough shows how to create an invoice for a staff member through the same billing tools you use for clients.

1. Go to the Trainers Tab

Click the Trainers section to view your list of staff members.

2. Select a Staff Member

Open the staff member’s profile to access billing options.

3. Click the Invoices Tab

Go to the Invoices tab to view and create invoices.

4. Click Create Invoice

Start a new invoice by clicking the Create Invoice button.

5. Choose What the Invoice Is For

Select an item or subscription, or choose “Other” if the charge is for something not listed on your platform.

6. Set the Amount, Taxes, and Description

Enter the amount, add taxes as needed, and include a description of the charge.

7. Choose Invoice Behavior: Charge Automatically

You can charge immediately or schedule a future charge using the staff member’s saved payment method.

8. Choose Invoice Behavior: Send Invoice

Select Send Invoice and assign a due date if you want to request payment rather than charge automatically.

9. Add Custom Fields (Optional)

Add custom fields if you need to track additional details such as reference numbers.

10. Finalize the Invoice (Charge Automatically)

If charging automatically, click the button to process the payment now.

11. Finalize the Invoice (Send Invoice)

You can save the invoice as a draft or finalize and send it immediately.

12. Invoice Status

Invoice statuses include Open, Draft, Paid, Void, Past Due, and Scheduled to Charge. Finalized invoices cannot be edited—only voided. A 1% invoice fee applies to all charges processed via Invoice.

You’ve now created an invoice for a staff member. This helps keep your billing organized and ensures accurate tracking for all staff-related charges.