Introduction

ClubOS offers a process to perform a bulk write off of unpaid invoices for Personal Training agreements sold in ClubOS. Owners can request this process be run for their location or locations by submitting a ticket with our Support Services Team. The process may be requested periodically as needed. 

The Bulk Write-off Process

When run for a location, the job will set any invoice in one of the below statuses to Written Off:

• Unpaid
• Delinquent
• Chargeback

When requesting the process, an owner specifies up to what date invoices should be written off. All invoices from the past up to and including that date will be written off.

The effects of writing off an invoice through this process are the same as when an invoice is manually written off. Read more about the effects of writing off an invoice here: How To Write Off An Invoice.

IMPORTANT NOTE: This process does not cancel agreements. You should cancel any agreements that are generating invoices that you do not plan to attempt to collect on. Continue to monitor the Unpaid Invoices Report after the process has been run to identify any active agreements that are continuing to generate undesired invoices and cancel them.

How to Request a Bulk Write-Off

Only the location owner (as designated in the Anytime Fitness Dashboard) can request a bulk write-off.

If you are an owner, follow these steps:

1. Submit a ticket to the Support Services Team (Open a Ticket)
2. In the 'Description' field of your ticket, include the following:
   • Location name(s)
     • Enter each location exactly as it appears in Club OS.
     • Example: Use “Anytown, MS (Main St)” instead of “Anytown, MS.”
   • Write-off cutoff date
     • Provide the date up to and including which invoices should be written off.
     • Example: Enter June 1, 2025 to write off all invoices dated on and before June 1, 2025.
       (Invoices dated June 2, 2025 and later will not be included.)