How to Write Off an Invoice

Writing off an invoice allows a club to void a past unpaid invoice and remove the outstanding balance from a member's account.

When an invoice is written off:

• The balance owed on the invoice is cleared.
• The invoice is not counted as revenue.
• No further payment attempts can be made on the invoice.

Important: Canceling an agreement or allowing an agreement to expire does not automatically write off unpaid, delinquent, or chargeback invoices.

Before You Write Off an Invoice

• Writing off an invoice should only be used when you do not intend to collect payment for the invoice.
• If you want to provide the member with the sessions associated with the invoice without collecting payment, use Comp Invoice instead.

Note: Writing off an invoice does not release any sessions for use.

Effects of Writing Off an Invoice

Once an invoice has been successfully written off:

• The invoice will display as Void in the Club Services tab.
• When viewing the agreement details, the invoice status will display as Written-Off.
• The invoice will appear on the PT Transactions Report with a payment method of Write Off.
• The invoice will appear on the Written-Off Invoices tab of the Unpaid Invoices Report.
• The invoice will not appear on the Accrual Revenue Report.

Write Off an Invoice

Step 1: Access the Member's Agreement

Navigate to the member's account.

• Select the Club Info tab.
• Click Club Services.

Step 2: Open the Agreement

Locate the agreement that contains the invoice you want to write off.

You can either:

• Click the + icon next to the agreement, OR 
• Click directly on the agreement name.

Note: Here is the view If you use the ‘+’ button.

Step 3: Open the Invoice

Locate the invoice you want to write off and click Pay Now.

Step 4: Write Off the Invoice

1. Select the Write-off checkbox on the left side of the invoice.
2. Click Write-off in the lower-right corner of the screen to confirm.

Step 5: Verify the Write-Off

After the write-off is completed, return to Club Services and confirm the invoice displays as Written-Off.

Note: View from agreement once the invoice is written off.

Note: View from member service agreement dropdown once the invoice is written off. It will display as ‘Void’ in this view. 

For Bulk Invoice Write-Off Requests

• Owners can request a bulk write-off process through ClubOS Support. 
• Refer to the Training Management Bulk Invoice Write-Offs article for additional information.