Previously, canceling a membership mid-billing period required manual calculations. If a member canceled ten days into a paid month, the gym either absorbed the difference, issued a manual refund, or created a one-off invoice. As a workaround, staff often deleted memberships, created placeholder “cancellation” memberships, or invoiced by hand, which could lead to billing errors.

With this update, Wodify calculates the refund or proration for you, shows you the result before you save, and adds it to the invoice as a clear line item the member can understand.

Pre-requisite Pro-Tip

The membership must have at least one invoice charged against it. A membership with no invoices is deleted rather than deactivated, so the billing logic below does not apply.

Pro-Tip: Set your deactivation defaults on the membership template first, then adjust them per client as needed. This way, staff don’t have to make these decisions from scratch for every cancellation.

Step-By-Step How To: Access/How it Works

The Core Rule: Refund or Prorate, never both

 
Wodify determines which adjustment applies based on the deactivation date and only displays that option.

Deactivating today or before the next billing date

Since the current invoice has most likely already been paid, the adjustment is a refund. Wodify displays the Refund last paid membership invoice for unused days option, along with the amount and date: “Refund: [Date] | $[amount]” The refund is processed on the deactivation date, not the date it was scheduled.

Deactivating after the next billing date

Since the final invoice has not been generated yet, the adjustment is a discount. Wodify displays the Prorate final membership invoice option, along with both upcoming invoices: the next membership invoice at full price and the final membership invoice at the prorated amount.
 

How the Amounts Are Calculated

1. Refund amount = (unused days remaining ÷ calendar days in the billing period) × membership price
2. Proration amount = (days active ÷ calendar days in the billing period) × membership price
    

Wodify uses the actual number of calendar days in the billing period. For example, a February cancellation is divided by 28, not a standard 30.

Deactivation Fees

You can set the default deactivation fee on the membership template, edit it per client under Membership Hold & Deactivation Settings, or make a final adjustment in the Deactivate Membership sidebar.

Select No Deactivation Fee or Charge Deactivation Fee. If you charge a fee, the amount pre-fills and you can choose a charge date: Deactivation Day, Final Billing Date, or Custom Date. The Final Billing Date option only appears when the deactivation is scheduled after the next billing date.

Where the fee appears depends on the charge date:

• Deactivation Day and Custom Date generate a standalone invoice.
• Final Billing Date adds the fee as a line item on the final membership invoice.

In both cases, the line item reads “Deactivation Fee.”
 
 

When a Hold and Deactivation Overlap

 
If a member was placed on hold and then scheduled a cancellation, both adjustments are applied to the same final invoice rather than as separate corrections. Wodify applies the accrued hold credit first, then calculates the deactivation proration. The invoice shows the membership fee with both adjustments listed, so you can see how the total was calculated, along with the deactivation fee as a separate line item.
 
 

Previewing Upcoming Invoices

In the Deactivate Membership sidebar, click Preview Upcoming Invoices to open the read-only Upcoming Invoices modal. No changes are saved when you open it.

The table displays the Billing Date, Amount, and Item for every invoice between today and the deactivation date, sorted by billing date with ten rows per page.

The preview recalculates each time you open it, so it always reflects your current sidebar settings.

You can also access this preview from the Edit Membership page when a hold or scheduled deactivation affects upcoming invoices.
 

What the invoice line items say

1. Deactivation fee: “Deactivation Fee”
2. Refund for unused days: “[Membership]: Membership Fee (Refund for [x] Unused Days)”
3. Prorated final invoice: “[Membership]: Membership Fee ([x] days prorated for Deactivation)”

4. If a hold also prorated the same invoice, the hold proration is added to the same line: “Hold Proration ([x] days prorated for Hold)”

    

For reference, a standard invoice with no adjustments displays as: “[Membership] Fee”

Use Cases

1. Mid-month cancellation: A member cancels on the 10th of a month they’ve already paid for. The owner deactivates the membership today with the refund toggle on, and the sidebar displays the refund amount before saving.
2. 30-day notice: A member gives 30 days’ notice that extends past the next billing date. The owner schedules the deactivation with the prorate toggle on, and the preview shows the next invoice at full price and the final invoice prorated. The owner can share a screenshot of the preview with the member to set clear expectations.
3. Early cancellation fee: A gym charges a $75 early cancellation fee per its contract. The owner sets this as the default deactivation fee on the membership template, so staff don’t need to remember the policy or create the invoice manually.
4. Hold followed by cancellation: A member goes on hold in June, returns briefly, then cancels in July. The final invoice includes both the hold credit and the deactivation proration on one line, so front desk staff can easily explain the total.

Scribes

FAQs

1. "Why is the refund amount not exactly half a month?" Because Wodify divides by the actual number of days in that billing period. A 15-day cancellation in a 31-day month is not the same fraction as a 15-day cancellation in February.
2. "Can I refund and prorate the same cancellation?" No. They solve the same problem at different points in the billing cycle, so Wodify only ever offers the one that applies to your deactivation date.
3. "When does the refund actually hit the member's account?" On the deactivation date. Scheduling a deactivation does not move money. If you cancel the schedule before that date, the refund is canceled too.
4. "The member went on hold and then quit. Will they get two separate bills?" No. Both adjustments appear on one final invoice, with the hold credit applied before the deactivation proration.
5. "Does previewing upcoming invoices commit anything?" No. The preview is read-only. Nothing is saved until you click Deactivate Now or Schedule Deactivation.