What This Screen Does
This is where you create a new invoice to charge a customer for products or services. Think of it like writing a bill at a shop — you pick who to charge, add the items and prices, choose a payment method, and send it off. Once you save, the system records the invoice and either marks it as paid or sends it to the customer, depending on the status you choose.
How to Get There
Open the dashboard.
In the left-hand menu, click Invoice.
Click the + New Invoice button (or equivalent action) in the top-right corner.
You are now on the Create Invoice screen.
Step-by-Step Guide
1. Check the “From” Address
The From section is pre-filled with your gym’s information (name, email, address, and VAT number).
This data comes from your gym settings, so you usually do not need to change it.
If the information looks wrong, update it in your Gym settings rather than here.
Field | Required | What to Enter |
Name | No (pre-filled) | The name of your business or gym. |
No (pre-filled) | The no-reply email address from your settings. | |
Address | No (pre-filled) | Your gym’s street address. |
Company | No (pre-filled) | Your company or gym name. |
VAT No | No (pre-filled) | Your VAT registration number. |
2. Select Who to Invoice (“To”)
Click the Invoice To field to choose the customer you are billing.
Search for and select a member or contact from the list.
Note: If your account is not on a Standard subscription, the system automatically defaults to the Cashier user. This is normal for point-of-sale style invoices.
This field is required — you cannot create an invoice without a recipient.
Field | Required | What to Enter |
Invoice To | Yes | The customer or member you are billing. Pick them from the dropdown. |
3. Set the Status
Use the Status dropdown to choose the invoice status.
The default is Paid, which means the invoice will be recorded as already paid the moment you create it.
Other options (such as Pending or Overdue) let you send the invoice and wait for payment.
Field | Required | What to Enter |
Status | No (defaults to Paid) | The current state of this invoice. Choose from the available statuses. |
4. Choose a Payment Method
Select how the customer is paying (or will pay) from the Payment Method dropdown.
The default is Card.
Other options may include cash, bank transfer, or other methods depending on your setup.
Field | Required | What to Enter |
Payment Method | No (defaults to Card) | How the customer is paying. Pick from the dropdown. |
5. Set the Dates
Created Date — The date the invoice is issued. Defaults to today.
Due Date — The deadline for payment. Defaults to 8 days from today.
The due date must be later than the created date. The system will show an error if it is not.
Field | Required | What to Enter |
Created Date | Yes | The date you are issuing this invoice. Defaults to today. |
Due Date | Yes | The payment deadline. Must be after the created date. |
6. Add Invoice Lines (Items)
This is where you list what the customer is being charged for. Each line represents one product or service.
Field | Required | What to Enter |
Name | Yes | The name of the item or service (e.g. “Monthly Membership”). |
Description | Yes | A short description of the item (e.g. “January 2026 membership fee”). |
Quantity | Yes | How many units. Must be at least 1. |
Price (incl. tax) | Yes | The price per unit including tax. Must be 0 or more. |
Price (excl. tax) | Yes | The price per unit excluding tax. Must be 0 or more. |
VAT Rate | Yes | Select the tax rate from the dropdown. This determines how much VAT is applied. |
Discount | No | An optional discount amount or percentage for this line. |
Discount Format | No | Whether the discount is a fixed amount or a percentage. Defaults to amount. |
To add another line, click the Add Item button (or equivalent) at the bottom of the items list.
To remove a line, click the delete icon next to that line.
The system automatically calculates the total for each line based on quantity, price, tax, and discount.
7. Review the Totals
At the bottom of the items section you will see a summary of:
Subtotal — total before tax.
Tax — total VAT across all lines.
Discount — total discount applied.
Total — the final amount the customer will be charged.
Double-check these numbers before saving.
8. Save
If the status is set to Paid, click the Create & Pay button.
If the status is set to anything other than Paid, click the Create & Send button.
The system will:
Validate all your inputs.
Send the invoice data to the server.
Create the invoice record.
Redirect you back to the invoice list.
You will see a green “Invoice created and sent!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Create & Pay" or "Create & Send"
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Form validates all fields (Yup schema)
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Checks: Invoice To is selected,
dates are valid (due date > created date),
every line has a name, description, quantity, price, and VAT rate
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API call: InvoicesService.create({ body: formData })
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Server creates the invoice record and returns a response
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Success notification: "Invoice created and sent!"
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You are redirected to /invoice (the invoice list)
Troubleshooting
“I filled everything in but the button does nothing”
Make sure all required fields are filled in. The form will not submit if anything is missing.
Look for small red error messages below each field — they tell you exactly what needs to be fixed.
Scroll through all invoice lines to make sure every line has a name, description, quantity, price, and VAT rate.
“It says ‘Due date must be later than created date’”
The Due Date must be set to a date that comes after the Created Date.
If you changed the created date, make sure you also update the due date so it is at least one day later.
“It says ‘Invoice to is required’ but I selected a customer”
Try clearing the field and selecting the customer again.
If the problem persists, refresh the page and try once more.
Make sure the customer actually exists in your members or contacts list.
“I do not see any VAT rates in the dropdown”
VAT rates are loaded from your system settings. If the list is empty, it means no tax rates have been configured yet.
Ask your administrator to set up VAT rates in the system settings before creating invoices.
Try refreshing the page — the rates may not have loaded due to a temporary connection issue.
“I got an error after clicking Save”
A red error message will appear. Read it carefully — it usually explains what went wrong.
Common causes: missing required fields, network timeout, or a server error.
If the error is unclear, try again. If it keeps happening, contact support and include the error message.
“The price fields show a validation error even though I entered a number”
Make sure the Price is 0 or greater. Negative prices are not allowed.
Make sure the Quantity is at least 1. You cannot invoice for zero items.
If you deleted the contents of a price field and left it blank, type a number back in — empty fields are not valid.
“I want to edit an invoice I just created”
Go back to the Invoice list from the left-hand menu.
Find the invoice you just created and open it.
Use the edit option to make changes. The button will say Update & Pay or Update & Send instead of Create.
“The ‘From’ address is wrong”
The From section is automatically filled from your gym settings and chain settings.
To change it, go to your gym’s settings page and update the address, name, or VAT number there.
After updating settings, new invoices will show the corrected information.
“I changed my gym in the dashboard and my invoice form reset”
This is expected behaviour. When you switch to a different gym, the form resets so that the invoice matches the newly selected location.
Fill in the form again after switching gyms.
To avoid losing work, select the correct gym before you start creating an invoice.