---
title: Manual Billing Actions
description: Manage manual payments, one-time charges, refunds, and voids outside the normal billing cycle
---
[Skip to content](https://blog.fitnessgm.com/en/fitness-gm-kb2026/manual-billing-actions#main-content)
English
Show submenu for translations
- Home
- Products
- Pricing
- Blog
- Company
Open main navigation
Close main navigation
- Home
- Products
- Pricing
- Blog
- Company
- English
Show submenu for translations
- [Contact us](mailto:clientsupport@fitnessgm.io)
[Contact us](mailto:clientsupport@fitnessgm.io)
How can we help you?
- There are no suggestions because the search field is empty.
1. [Fitness GM | Knowledgebase](https://blog.fitnessgm.com/en/fitness-gm-kb2026?hsLang=en)
2. [Billing](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en)
3. [Payment Methods](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en#payment-methods)
# Manual Billing Actions
## Manage manual payments, one-time charges, refunds, and voids outside the normal billing cycle
### Manual Payments
Charge a card before its scheduled date, or record a cash/check payment outside the normal billing cycle.
#### **How to manually charge an invoice:**
Navigate to the invoice:
1. **Via billing tab:** Billing → Upcoming → search for member → locate invoice → $ Charge Manually
2. **Via member profile:** Members → search for and click member → Profile or Membership Details → upcoming payments → (⋮) → $ Manual Charge
Then:
1. Choose the **payment method** — Card or Cash
2. Add notes if applicable
3. Click **Pay Now**
**Important:**
> Manually charged **Cash** payments are not processed by the payment processor and are for record-keeping/reporting only
>
> Manually charged **Card** payments will be processed/charged to the member immediately
---
### Refund Payments
Return a full/partial charge to a member after it has processed — to the original method or an alternate one.
#### **How to process a refund:**
Navigate to the invoice:
1. **Via billing tab:** Billing → Complete → search for member and invoice → open invoice → Refund Payment
2. **Via member profile:** Members → search for and click member → Membership Details → Payment History → (⋮) → Refund
Then:
1. Choose the **refund amount** — full or partial
2. Choose the **payment method** — original or alternate payment method
3. Add notes if applicable
4. Select **Process Refund**
**Important:**
> Funds are returned to the member's card in 3–5 business days.
---
### Void Payments
Cancel an invoice before it processes — either a pending payment before it settles, or a failed payment to stop further retry attempts.
**There are two types of voids:**
1. Pending invoice - can only be voided within a member's profile and must be done the same day as the purchase
2. Failed invoice - can be voided from the billing tab or a member's profile. Stops the failed invoice from affecting the member's status and prevents further retry attempts.
**How to void an invoice:**
Navigate to the invoice:
1. **Failed invoice via billing tab:** Billing → Overdue → search for member and invoice → (⋮) → Void
2. **Pending & Failed invoice via member profile:** Members → search for and click member → Membership Details → Payment History → find pending or failed invoice → (⋮) → Void
Then:
1. Select **Void** to confirm
---
###### View, Void, Manual Charge Overdue Payments:\[Manage Overdue Payments\](dashboard/billing/overdue)
### One-Time Charge
Charge a member for items or services not covered by their membership — such as merchandise or miscellaneous balances.
How to create a one-time charge:
Navigate to the member's Payment History:
- Members → search for and click member → Membership Details → Payment History → Charge
Then:
1. Choose the **payment method** — Card or Cash
2. Enter the charge **amount**
3. Add notes if applicable
4. Click **Submit Charge**
###### View and Manual Charge Upcoming Payments:\[Upcoming Manual Charge\](dashboard/billing/upcoming)
###### Process All Payment Refunds:\[Refund Payments\](/dashboard/billing/payments)
###### Complete Payment Refunds:\[Refund Payments\](/dashboard/billing/complete)
###### View, Void, Manual Charge Overdue Payments:\[Manage Overdue Payments\](dashboard/billing/overdue)
- [Quick Start Guide](https://blog.fitnessgm.com/en/fitness-gm-kb2026/quick-start-guide?hsLang=en)
- [Dashboard & Reports](https://blog.fitnessgm.com/en/fitness-gm-kb2026/dashboard-reports?hsLang=en)
- [Members](https://blog.fitnessgm.com/en/fitness-gm-kb2026/members?hsLang=en#main-content)
- [Managing Members](https://blog.fitnessgm.com/en/fitness-gm-kb2026/members?hsLang=en#managing-members)
- [Memberships](https://blog.fitnessgm.com/en/fitness-gm-kb2026/members?hsLang=en#memberships)
- [Sign-up Forms](https://blog.fitnessgm.com/en/fitness-gm-kb2026/members?hsLang=en#sign-up-forms)
- [Troubleshooting - Members](https://blog.fitnessgm.com/en/fitness-gm-kb2026/members?hsLang=en#troubleshooting-members)
- [Billing](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en#main-content)
- [Payment Methods](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en#payment-methods)
- [Processing Failed Payments](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en#processing-failed-payments)
- [Troubleshooting - Billing](https://blog.fitnessgm.com/en/fitness-gm-kb2026/billing?hsLang=en#troubleshooting-billing)
- [Inbox](https://blog.fitnessgm.com/en/fitness-gm-kb2026/inbox?hsLang=en#main-content)
- [Managing Inbox](https://blog.fitnessgm.com/en/fitness-gm-kb2026/inbox?hsLang=en#managing-inbox)
- [Troubleshooting - Inbox](https://blog.fitnessgm.com/en/fitness-gm-kb2026/inbox?hsLang=en#troubleshooting-inbox)
- [Access](https://blog.fitnessgm.com/en/fitness-gm-kb2026/access?hsLang=en#main-content)
- [Check-In & Access](https://blog.fitnessgm.com/en/fitness-gm-kb2026/access?hsLang=en#check-in-access)
- [Door Access Integrations](https://blog.fitnessgm.com/en/fitness-gm-kb2026/access?hsLang=en#door-access-integrations)
- [Troubleshooting - Access](https://blog.fitnessgm.com/en/fitness-gm-kb2026/access?hsLang=en#troubleshooting-access)
- [Calendar](https://blog.fitnessgm.com/en/fitness-gm-kb2026/calendar?hsLang=en#main-content)
- [Troubleshooting - Calendar](https://blog.fitnessgm.com/en/fitness-gm-kb2026/calendar?hsLang=en#troubleshooting-calendar)
- [Staff](https://blog.fitnessgm.com/en/fitness-gm-kb2026/staff?hsLang=en#main-content)
- [Staff Accounts](https://blog.fitnessgm.com/en/fitness-gm-kb2026/staff?hsLang=en#staff-accounts)
- [Troubleshooting - Staff](https://blog.fitnessgm.com/en/fitness-gm-kb2026/staff?hsLang=en#troubleshooting-staff)
- [Website](https://blog.fitnessgm.com/en/fitness-gm-kb2026/website?hsLang=en)
- [Settings](https://blog.fitnessgm.com/en/fitness-gm-kb2026/settings?hsLang=en#main-content)
- [Email Settings](https://blog.fitnessgm.com/en/fitness-gm-kb2026/settings?hsLang=en#email-settings)
- [Payments Settings](https://blog.fitnessgm.com/en/fitness-gm-kb2026/settings?hsLang=en#payments-settings)
- [Troubleshooting - Settings](https://blog.fitnessgm.com/en/fitness-gm-kb2026/settings?hsLang=en#troubleshooting-settings)
- [Quick Help](https://blog.fitnessgm.com/en/fitness-gm-kb2026/quick-help?hsLang=en)
- Home
- Products
- Pricing
- Blog
- Company
[](https://blog.fitnessgm.com/?hsLang=en)
[mailto:email@email.com](mailto:email@email.com)
Copyright © 2026, Fitness GM