There are many benefits to using Online Studio Management Software, one of them being that you can look at all your financial interactions with your clients in one place. You can see at a glance what you sold them, when you sold it, how they paid, as well as their outstanding payments and recurring billing.

Here at Volo one of the questions our clients often ask us is how to do a refund. Even though as Fitness Professionals we never want to give money back to our clients, sometimes we do have to do a refund!

There are 3 ways in Volo, Online Studio Management Software, that you can refund an invoice:

1. Refund item: the item was invoiced but not used and not paid for
2. Refund payment: the item was invoiced and paid for but you need to change the method of payment that you marked for the client, for example if a client’s check bounced or they decided to pay by visa after you have already clicked the cash button
3. Refund item and payment: the item was invoiced and paid for but the client isn’t going to use it and needs to get their money back – this is our least favourite type of refund!!!

By refunding invoices the associated sessions will be removed from your client’s account. This ensures that the client is not listed as owing you money, and that you are getting paid for all the services that you are providing to your clients.

We know that your time is valuable, and as a fitness professional you want to make sure that you have ample time to earn the revenue that you deserve.

The more systems that you can put in place to help you run your business, the easier it will be to track all the different situations that crop up.

Most fitness professionals offer some kind of monthly membership to their services and some fitness studios have 3, 6 or 12 month contracts, but for the most part if a client isn’t happy with your services there is a good chance that you will release them from their contract to avoid the negative word of mouth that can be generated. This is an example of why you might need to refund a client.

What is your policy on clients that have to break a contract?