What You'll Learn
How to create and send invoices to clients
How to invoice existing clients or new customers
How to add multiple line items, set due dates, and add memos
How to track invoice status and handle failed or overdue invoices
When to Use Invoices
Invoices are perfect for one-time charges. Use them when you need to bill a client for:
An initial assessment or consultation
A training package or custom program
Equipment, supplements, or other add-ons
Any service that isn't a recurring subscription
Each invoice is sent to the client's email. They receive a link to a secure Stripe-hosted payment page where they can pay by card.
Creating an Invoice
From the Transactions Page
Go to Gymkee Pay > Transactions
Click the Create payment button (top right)
Select Invoice from the dropdown
This opens the invoice creation form.
From the Invoice Creation Page
You can also go directly to Gymkee Pay > Invoices and create from there, or navigate to /gymkee-pay/invoices/create.
Filling Out the Invoice Form
Step 1: Choose the Customer
You have two options:
Select an existing client
Use the client dropdown to search for a client by name or email
When you select a client, their email is automatically filled in
Enter details manually
Click Enter manually to switch to manual input
Type the customer's email address (required)
Optionally add their name
This is useful for billing someone who isn't a Gymkee client yet.
Step 2: Add Line Items
Each invoice needs at least one line item.
Description : What you're billing for (e.g., "3-month training program")
Amount : The price for this item (in your currency)
Click Add item to add more line items. Each item has its own description and amount.
To remove an item, click the trash icon next to it (only available when you have more than one item).
The total updates automatically as you add or modify items.
Step 3: Set the Due Date
Choose how many days the client has to pay:
Default is 30 days
You can set any value between 1 and 365 days
Step 4: Add a Memo (Optional)
Add a personal note to the invoice. This appears on the invoice the client receives. Use it for:
Payment instructions
A thank-you message
Details about the service
Step 5: Send the Invoice
Click Send invoice to create and send it immediately. The client receives an email with a link to pay.
After sending, you'll be redirected to the invoice detail page where you can track its status.
Invoice Statuses
Status | What It Means |
Open | Invoice has been sent, waiting for payment |
Paid | Client has paid the invoice |
Overdue | Due date has passed without payment |
Void | Invoice was manually voided (canceled) |
Draft | Invoice exists but hasn't been sent yet |
Uncollectible | Payment failed and can't be collected |
Tracking Invoices
From the Invoices List
Go to Gymkee Pay > Invoices to see all your invoices with their current status.
From the Transactions Page
Go to Gymkee Pay > Transactions to see all payments, including invoice payments. You can filter by status:
All : Everything
Succeeded : Payments that went through
Failed : Payments that didn't work
Incomplete : Payments waiting for action
Refunded : Payments that were refunded
Stats Overview
At the top of the Transactions page, you'll see:
Net revenue : Total revenue minus refunds
Succeeded : Number of successful payments
Failed : Number of failed payments
Failure rate : Percentage of failed payments
What Happens When a Client Pays
When a client clicks the payment link in their invoice email:
They see a Stripe-hosted checkout page with your branding
They enter their card details
Payment is processed instantly
The invoice status changes to "Paid"
Both you and the client get a confirmation
If you've set up access rules, the client's access to Gymkee content is automatically updated based on their payment status.
Handling Overdue Invoices
When an invoice passes its due date:
The status changes to Overdue
If you've configured overdue rules (Gymkee Pay > Settings > Access rules > Invoice overdue), the client's access can be automatically restricted after a set number of days
The invoice appears in the Actions required section of your dashboard
To follow up:
Send the client a reminder (Gymkee doesn't auto-send reminders for one-time invoices)
You can void the invoice and create a new one if needed
Invoicing New Customers (Not on Gymkee)
You can send invoices to people who aren't Gymkee clients yet. When creating an invoice:
Click Enter manually in the customer section
Enter their email and name
Send the invoice
The person receives the invoice by email and can pay without having a Gymkee account.
If you want to also invite them to Gymkee, you can do that separately from your Clients page.
Tips
Use clear, descriptive line item names. "3-month transformation program (Jan-Mar 2026)" is much better than "Training."
Set due dates that make sense for your clients. For large amounts, consider giving 14-30 days. For smaller amounts, 7 days keeps things moving.
Check your Transactions page regularly for failed or incomplete payments. Acting quickly on these prevents revenue loss.
Keep your memos professional but personal. A simple "Thank you for your trust! Looking forward to working together." goes a long way.
Common Mistakes
Sending an invoice without verifying the email address. Double-check the email before clicking Send. The client won't receive the invoice if the email is wrong, and you won't get an error message.
Setting a due date that's too short. Giving someone 1 day to pay can seem pushy. Use at least 7 days for a good client experience.
Not checking the total before sending. Amounts are entered per item. Make sure the total at the bottom matches what you intend to charge.
Forgetting to add item descriptions. An invoice with "Service" and a number isn't helpful. Be specific so clients know exactly what they're paying for.
Troubleshooting
Problem: Client says they didn't receive the invoice
Why it happens: The email may have gone to spam, or the email address might be incorrect.
How to fix it: Ask the client to check their spam folder. Verify the email address on the invoice. If needed, void the invoice and create a new one with the correct email.
Problem: Invoice payment failed
Why it happens: The client's card was declined (insufficient funds, expired card, or bank restriction).
How to fix it: The client can try again with a different card by clicking the payment link in their email. You can also resend the invoice or create a new one.
Problem: Can't create an invoice
Why it happens: Your Stripe account might not be fully verified, or charges aren't enabled yet.
How to fix it: Go to Gymkee Pay > Settings > General and check your verification status. Complete any pending requirements.
FAQ
Q: Can I edit an invoice after sending it? No. Once an invoice is sent, it can't be modified. You can void it and create a new one with the correct details.
Q: Does the client need a Gymkee account to pay? No. Invoice payment is handled through a Stripe checkout page. Anyone with the payment link can pay.
Q: Can I apply a discount to an invoice? Yes. You can apply a discount code when creating the invoice.
Q: What currency is used for the invoice? Invoices use your default currency (set during Stripe onboarding). This is based on your country.
Q: Can I send invoices to multiple clients at once? Currently, invoices are created one at a time. Each invoice is for one client.
Related Articles
Getting Paid with Gymkee Pay: Complete Guide
Setting Up Gymkee Pay (Stripe Connect)
Setting Up Recurring Payments for Clients
Payment Links and Discounts