What a run bills
A run looks at every service a member has in the period and every booking in it, and bills each of them exactly once.
- Monthly services are billed once for each calendar month they cover. There is no proration: part of a month is billed as a month.
- One-time fees are billed once each time the service is given to a member.
- Bookings are billed once each. A cancelled or deleted booking is never billed.
- A member can have a price of their own on a service, and 0 means free.
- Months are your club's calendar months, in your club's time zone.
Nothing is billed twice
A charge that is already on a confirmed invoice is skipped by every later run, so running the same month again bills only what is new. Drafts and cancelled invoices do not count: cancelling an invoice frees what was on it, and the next run can bill it again.
This is enforced by the database, not just by the screen that starts the run.
Families on one invoice
A child's services can go on the guardian's invoice. Each row still says which child it is for, so the parent and the club can both read it.
The club chooses which children are combined and, if needed, which of their services. The guardian's own services can join the family invoice too, and bookings for family members always go on it.
Hobby education benefits (ARNO)
Upload the benefits file and confirm it. The next run deducts each member's benefit from their invoice once, never more than the invoice owes for the period and services the benefit covers, at 0% VAT.
A benefit is used once it is on a confirmed invoice, and cancelling that invoice frees it again. A file with a member who already has a benefit for the same period in another confirmed file is stopped before it can deduct twice, and the lines in question are marked.
VAT is fixed on each invoice
An invoice gets its VAT rate when it is made: your club's rate, or 0 if the club is not VAT-registered at that time. When the club registers for VAT later, or stops, invoices already made are never re-priced.
Amounts are kept in whole cents and VAT is rounded per row, the same way on screen, in exports and on the PDF.
Mistakes and corrections
- Edit an invoice and send the updated one.
- Or issue a credit note for all of it or a part.
- Every invoice keeps its history: confirmed, edited, sent, reminded, credited.
- A trainer can prepare a run for their own groups if the club allows it; it stays a draft until it is confirmed.
