Billing accounts

The billing account carries the identity that issues your invoices (contact details, numbering) and the payment methods offered to your users. Create several accounts if your club bills from several entities.

Create a billing account

1. Go to Administration›Settings›Billing›Billing Accounts.
2. Click New.
3. In the Billing tab, enter the account label, then the billing details: company name, address, country, phone number, and VAT number. This information appears on invoices and during payment.
4. Enter the billing e-mail address: it receives notifications related to the account (new orders, payments received, technical alerts). You can choose the notifications you want and add up to 4 recipient addresses.
5. Click Save.

Choose the default account

Only one account per club is marked as the main account: it is used for new orders (cart, cash register, registrations) and for subscriptions when no account is explicitly selected.

1. Open the account you want.
2. Enable the Default Account option, then click Save: the option is automatically removed from the previous main account.

Customize invoice numbering

Each account numbers its invoices continuously, in the YYYY-NNNNNN format. An optional suffix lets you distinguish documents issued by several accounts.

1. In the Billing tab, find the Invoice numbering suffix option.
2. Enter up to 8 letters or digits: the next number is immediately displayed as a preview.

Accept online payments

1. Open the account’s Payments tab.
2. Enable Online Payments, then select your payment gateway: Stripe, HelloAsso, SumUp, Verifone, or PayPal.
3. Connect your account: depending on the gateway, a connection button guides you in a few clicks, or you need to enter credentials provided by the gateway.
4. Click Save, then use Test the connection to check that the gateway responds correctly.

If you have any doubts about a payment, the Event Log option displays the payment responses received from the gateway and the reason for any failures.

Take payments on a payment terminal (POS terminal)

Send a payment request directly to a payment terminal from an order’s details.

1. In the Payments tab, enable Payment Terminal (POS).
2. Connect your SumUp account. If SumUp is already your online payment gateway, its connection is reused.
3. Save the account, then click Add a terminal to link your device.

Offer payment on site, by bank transfer, or by cheque

Three deferred payment methods can be enabled in the Payments tab:

• On-site Payments: the user is invited to come and pay for the order directly at the club reception.
• Bank Transfer Payments: your bank details (IBAN, BIC) are displayed to the user, with the invoice number as the reference.
• Payments by check: the cheque must be made payable to the billing account and sent to its address.

Allow payment in several installments

In the Payments tab, enable Allow partial payments, then set the Interval between due dates (day(s), week(s), month). The maximum number of installments is then defined product by product.

Prepare accounting exports

The account’s chart of accounts — sales accounts, VAT accounts, cash accounts, and journal codes — is set in the Chart of Accounts tab. It determines the entries produced by accounting exports and affects electronic invoicing.

Duplicate or delete an account

Open the account: the duplicate and delete buttons are at the top of the panel.