The billing pipeline, end to end.
From new-member sign-up through monthly dues runs to dispute handling — every step in one place.
1 — Sign-up and capture
A new member signs up — at the front desk, on a tablet kiosk, or through the online MemberConnect portal. They pick a plan, sign a waiver electronically, and provide a payment method (card or bank account). Gym Assistant tokenizes whichever rail they chose and stores the token on the member record.
2 — Schedule
Dues runs on the cycle you set: monthly on the 1st, monthly on the 15th, weekly, or per-anniversary. Gym Assistant queues the run and the AutoBill engine pulls the right members on the right day.
3 — Batch
On run day, Gym Assistant submits a batch to your processor. Card transactions clear within a day or two. ACH transactions take two to three business days for clean items, longer for returns.
4 — Reconciliation
Settled funds land in your operating account. Compare the deposit to Gym Assistant's journal report — they should match minus processor fees. Discrepancies usually surface as offline-processed refunds or next-day voids; catch them at month-end.
5 — Failures and follow-up
Declined cards retry on the schedule you configure. Returned ACH items require human follow-up — the member is flagged in Gym Assistant, an SMS or email goes out, and a real human follows up if the issue persists. Don't auto-retry returned ACH.
6 — Disputes
Chargebacks happen. The process is the same regardless of the rail: your processor notifies you of the dispute, you have a fixed window (usually 7–14 days) to respond, and you provide signed waivers + visit history + sign-up documentation as evidence. Gym Assistant stores all of that on the member record by default — your dispute response should take fifteen minutes, not an afternoon.
Related: ACH vs. credit cards · ACH/EFT processing · Credit card processing