Is this the same as taking card payments?

No, and that is deliberate. Card payments through Stripe are for students booking a class. Invoicing is for the work you are paid for afterwards, usually by bank transfer: cover classes, a weekly slot at a gym, a corporate booking, a private client. Sequence/OS keeps the record and produces the document; the money arrives however you and the gym have agreed.

Can I invoice for something that is not in my calendar?

Yes. On the Invoices tab there is Add a line by hand: choose who it is billed to, write a description, set the date and the amount. Use it for a workshop, a one-off cover class, a training day or anything else you were not planning inside Sequence/OS.

What do my invoices look like?

They carry the same design you chose for your booking page, with your photo or logo, your business details, each class or line with its date and amount, and the total. Your own copy, the version your client opens from the email link, and the printed or saved PDF all match.

How is an invoice numbered?

Sequentially, starting at SEQ-0001, so your records run in order for your accounts. You can set your usual payment terms in days, and the due date is worked out from the issue date unless you set a date yourself.

Where do I see what I am owed?

At the top of the Invoices tab: outstanding, overdue in red, and paid so far this year. Anything past its due date is flagged as overdue automatically, and you mark an invoice paid the day the money lands.

Are billing contacts the same as my students?

No. Billing contacts are the gyms, studios and private clients you invoice, kept in their own list with a contact name, invoice email and billing address. They are separate from your class students and from your marketing list, and they never receive class emails.

Is invoicing in the iPhone app?

Yes. Invoices, billing contacts, adding lines by hand, creating an invoice and marking it paid are all in the iPhone app, on the same account as the web.

Guide

Invoice gyms, studios and private clients

How to invoice gyms, studios and private clients from Sequence/OS: mark a class as billable on your calendar, keep billing contacts, generate a numbered invoice for a date range, and track what is outstanding, overdue and paid.

Works the same on the web and in the iPhone app.

Step 1

Add your business details once

Open Bookings, then the Invoices tab. Fill in the details that appear at the top of every invoice you send: your teaching or business name, address, invoice email and phone, a VAT number if you have one, your bank details for payment, and your usual payment terms in days.

Step 2

Keep a list of who you bill

Billing contacts are the gyms, studios, community centres and private clients who pay you. Each one holds a name, a contact person, an invoice email and a billing address.

This list is kept apart from your class students and your mailing list. Nobody on it receives class emails or marketing, and adding a gym here does not add anyone to your student records.

Step 3

Mark a class as billable when you plan it

On your teaching calendar, when you create or edit a class, tick Add to invoice.
Choose who it is billed to, or type a new name to create the billing contact there and then.
Enter the agreed fee, for example what the gym pays you per class taught.
Every class you tick then waits on the Invoices tab until you are ready to bill for it.

Step 4

Add anything else by hand

Not everything you are paid for is a planned class. Use Add a line by hand for a workshop, a cover class, a training day or a private session: pick who it is billed to, write a description, set the date, add an optional time and place, and enter the amount. Lines can be removed until they are on an invoice.

Step 5

Generate the invoice

Pick the billing contact and the date range, usually the month you have just taught.
Every class and hand-written line in that range is listed with its date and fee, and totalled for you.
Invoices are numbered in order from SEQ-0001, so your records line up for your accounts.
Set the payment due date, or leave it blank to use your usual terms.
Your invoice carries the design you chose for your booking page, with your photo or logo at the top.

Step 6

Send it, then track the money

Email the invoice to the billing contact, or copy a link they can open in a browser and print.
Mark it Sent when it goes out, and Paid on the day the money reaches your account.
Anything past its due date is flagged Overdue automatically.
The three totals at the top of the tab show outstanding, overdue and paid so far this year.
Void an invoice rather than deleting it, so the numbering and the record stay intact.

Invoicing and card payments are separate

Students booking your own classes pay by card through Stripe, and that money reaches your Stripe account directly. Invoicing collects nothing online, because gyms and studios almost always pay by bank transfer after they receive a document. Sequence/OS produces the document and keeps the record; there is no platform fee on an invoice.

Frequently asked questions

Is this the same as taking card payments?: No, and that is deliberate. Card payments through Stripe are for students booking a class. Invoicing is for the work you are paid for afterwards, usually by bank transfer: cover classes, a weekly slot at a gym, a corporate booking, a private client. Sequence/OS keeps the record and produces the document; the money arrives however you and the gym have agreed.
Can I invoice for something that is not in my calendar?: Yes. On the Invoices tab there is Add a line by hand: choose who it is billed to, write a description, set the date and the amount. Use it for a workshop, a one-off cover class, a training day or anything else you were not planning inside Sequence/OS.
What do my invoices look like?: They carry the same design you chose for your booking page, with your photo or logo, your business details, each class or line with its date and amount, and the total. Your own copy, the version your client opens from the email link, and the printed or saved PDF all match.
How is an invoice numbered?: Sequentially, starting at SEQ-0001, so your records run in order for your accounts. You can set your usual payment terms in days, and the due date is worked out from the issue date unless you set a date yourself.
Where do I see what I am owed?: At the top of the Invoices tab: outstanding, overdue in red, and paid so far this year. Anything past its due date is flagged as overdue automatically, and you mark an invoice paid the day the money lands.
Are billing contacts the same as my students?: No. Billing contacts are the gyms, studios and private clients you invoice, kept in their own list with a contact name, invoice email and billing address. They are separate from your class students and from your marketing list, and they never receive class emails.
Is invoicing in the iPhone app?: Yes. Invoices, billing contacts, adding lines by hand, creating an invoice and marking it paid are all in the iPhone app, on the same account as the web.