This is available on Subscription Tiers: 

Grow, Promote, Free Unlimited, Essentials, Accelerate, & Ultimate.

Why This Matters

Staying on top of client billing helps you catch failed payments quickly, maintain healthy cash flow, and ensure your business is getting paid on time. Wodify makes it easy to review invoice activity and daily transactions so you always know what’s going on with your revenue.

Pre-requisite Pro-Tip

There are no prerequisites required to use these billing review tools—every Wodify admin can set a Billing Contact and review transaction details. For best results, choose a Billing Contact who regularly monitors finances so they can quickly follow up with clients when payments fail.

Step-By-Step How To

Set up your Billing Contact

Your Billing Contact is the admin who receives the Billing Results email shortly after the automated billing system runs at midnight (your local time). This email summarizes all invoices that were successfully processed and those that received an error, so you can follow up with clients right away.

To set up your Billing Contact:

1. Go to Financial > Settings > Settings tab.

2. Scroll down to Nightly Billing Notifications.

3. Select the Billing Contact Name from the drop-down list.

4. Optionally, choose a Billing Contact CC if you want additional team members copied on the Billing Results email.

5. Click Save.

Review transactions within an individual invoice

The transaction history on an invoice helps you understand how many times an invoice was processed, who processed it, and any error messages associated with failed attempts.

To view the transaction history on a specific invoice:

1. Click on the Invoice # you want to review.

2. Next to Invoice Status, click the 🔍 (magnifying glass) icon.

Here you’ll see:

• Each attempt to process the invoice

• Who processed it (user or system)

• Any transaction error messages, if applicable

Note:  If the invoice transaction was created by “System User”, the invoice was processed by the automated billing system (Wodify).

Invoice Statuses:

• Unpaid/failed: The member still needs to pay or a new payment attempt is needed.
• Paid/cleared: The payment processed successfully; no further collection should be needed.
• Pending: Processing is still underway. This can be more common with ACH payments.
• Voided: The invoice is no longer collectible. Voiding an invoice does not necessarily remove fees already created by payment attempts that occurred before it was voided.

Understand common reasons a payment fails:

• Payment declines are usually returned by the member’s bank or card issuer. Wodify and Stripe may only receive the decline code, not a detailed explanation.
• Common outcomes include:
• Insufficient funds: The bank did not approve the payment because sufficient funds were not available.
• do_not_honor: The card issuer declined the charge without providing a specific reason. The member should contact their bank or card issuer and ask about the declined transaction.
• Authentication required: The member’s bank requires an additional security step, such as completing card authentication. This requirement comes from the bank and may apply more frequently where strong customer authentication rules are used.
• Blocked bank account or payment method: If a bank account is blocked, the account holder may need to contact Stripe and provide verification from their bank that the account is in good standing.
• Too many payment attempts: Stripe fraud protections can temporarily prevent more attempts after several payment attempts in a short period. Wait before trying again rather than repeatedly submitting the same payment.
   

Review your Transaction History report

The Transaction History report gives you a list of all transactions that occurred based on the date the transaction was processed within the time frame you select. You can review this report directly in Wodify Core and export it when needed.

To view your Transaction History report:

1. Go to Financial > Transactions.

This report displays:

• Transaction date

• Client name (the person charged)

• Payment method used

• Transaction amount

• Whether the payment has settled

• Invoice number associated with the transaction

You can use filters at the top of the page (such as date range) to review daily, weekly, or monthly billing activity and export the results for record-keeping or deeper analysis.

FAQs

1. What is included in the Billing Results email, and when is it sent?
   Answer: The Billing Results email is sent to your Billing Contact shortly after the automated billing system runs at midnight (your local time). It includes a list of invoices that were successfully processed and those that failed or returned an error, so you know exactly which clients need follow-up.

2. What does “System User” mean in the transaction history on an invoice?
   Answer: When you see “System User” listed as the source of a transaction on an invoice, it means that the invoice was processed by Wodify’s automated billing system, not manually by a staff member.

3. Can I export the Transaction History report?
   Answer: Yes. The Transaction History report can be viewed in Wodify Core and exported when you need a file for accounting, reconciliation, or record-keeping. Simply use the report export options on the Financial > Transactions page.

4. How do I create one-time charges for a client?
   Answer: To bill a client for a one-time item or service, such as a personal-training package, open the client profile and create an invoice as a custom sale for the required amount.
   Note: Wodify does not currently provide a direct payment link that a non-member or guest can use to pay a one-off invoice online.

5. Can I add merchandise to a future membership invoice?
   Answer: To avoid separate small transactions, you can add a retail charge to a client’s upcoming invoice. The retail amount will then be grouped with the next membership billing cycle and collected together. Find more information here: Add Retail Purchases to an Upcoming Invoice

6. Why does a member receive a “paid invoice” email when the payment later fails? 
   Answer: A paid-invoice email can be sent when a transaction is not declined immediately. Some payment methods or banks return a later failure after the initial transaction response. In that situation, the member may receive an initial paid notification even though the payment is ultimately unsuccessful. Always verify the final result in the invoice payment log before considering the invoice paid or providing access based on the payment.