Billing
Help with invoice-based billing, account statuses, payment pauses and freezes, waiving invoices, bill cycle day changes, and Canadian passthrough fees. These articles cover the operator-facing workflow inside Club OS and Member Management.
INVOICE-BASED BILLING
Which adjustment should I use?
Decision guide for adjusting invoice dates and amounts: when to waive, pause, or adjust bill cycle day.Invoice-based billing overview
Positioning, recommended settings, and account-migration scope for operators moving to invoice-based billing.Account statuses
State-machine reference for transitions between CC/EFT, Statement, Returned, Canceled, and third-party-collections account statuses.Auto-convert on decline
Optional behavior to auto-convert an account from CC/EFT to Statement billing on a hard-decline payment rejection.Waive an invoice
How the Credit functionality is used to waive an invoice, how it appears in Member Management, and which reports include or exclude waived invoices.Pause billing and freeze access
Separate dues invoice pauses from facility access freezes under invoice-based billing, including proration and term-extension preferences.Change bill cycle day
Update an account's bill cycle day from the member account page under invoice-based billing.FEES AND COMPLIANCE
Passthrough fees
Canadian Excise Tax Act change effective October 9, 2025, and how ASF passes through GST/HST on card network fees.Frequently asked questions about gym billing software
What is gym billing software?
Gym billing software automates recurring membership charges, processes one-time POS transactions, tracks failed payments, and handles refunds. For fitness clubs running monthly dues plus add-ons like personal training packages, it is the system that keeps revenue flowing without manual collection work for staff.
How does ASF handle failed gym payments?
ASF automatically retries declined cards and ACH transactions on a configurable schedule, sends member notifications, and surfaces returned accounts in a daily report. The system handles the dunning workflow for you so staff time goes to member service rather than chasing payments.
Does ASF support ACH for gym memberships?
Yes. ASF processes both ACH (bank account drafts) and credit card payments. ACH typically costs gyms less per transaction than card processing and is the preferred method for long-term recurring memberships at most established fitness clubs.
What collection rate does ASF deliver for gym billing?
ASF maintains an industry-leading 95% collection rate across its client base. This reflects the combination of automated retry logic, intelligent dunning, ACH support, and 50 years of fitness-industry-specific billing experience built into the platform.
Can ASF process recurring billing for multi-location gyms?
Yes. ASF supports multi-location gym operators with consolidated billing, per-location reporting, and centralized member management. Whether you run two locations or twenty, the same platform scales without separate logins or contracts per club.