billing-gym

Cuándo usarla

• Monthly renewal processing — Run the billing batch on your billing date and review the success/failure split before the day ends
• Failed payment received — A member's direct debit was returned or card charge declined; execute the retry schedule and notify the member
• Mid-cycle plan upgrade — Member wants to upgrade from Basic to Premium effective today; calculate and process the prorated charge
• Mid-cycle plan downgrade — Member wants to downgrade; calculate credit and apply it to future billing
• Freeze request — Member asks to freeze for medical, travel, or personal reasons; apply the freeze and adjust billing
• Cancellation with final settlement — Member cancels; calculate any refund owed or final charges due
• PT session or class pack refund — Member requests a refund for unused prepaid sessions
• Chargeback received — A member disputes a charge with their bank; pull the transaction history to respond
• Monthly reconciliation — Review revenue collected, failed, pending, and outstanding for the period
• Renewal outreach — Annual plan members coming up for renewal in 30 days; send proactive outreach

Errores que conviene evitar

1. Not documenting proration before charging — Always show the member the calculation before executing. A surprise charge — even a small one — is one of the most common reasons for membership cancellation and chargebacks.
2. Retrying too many times or too aggressively — Three retries maximum. Each failed attempt costs a transaction fee and irritates the member. After Day 7, move to access restriction and personal outreach.
3. Confusing freeze with cancellation — A freeze means the contract is paused, not terminated. The billing must stop and the member record must clearly show the freeze period so the contract end date extends accordingly. Failure to extend the end date is a contract compliance issue.
4. Not checking card expiry for annual plans — Annual plans with expired cards on file are the single largest source of involuntary churn. Run an expiry check 30 days before renewal.
5. Processing refunds without manager approval above a threshold — Set a clear policy (e.g., refunds > €100 require manager approval) and enforce it. This prevents abuse and creates an audit trail.
6. Not capturing SEPA mandate reference — In Spain, SEPA direct debits require a valid mandate reference. If you don't store this, you cannot legally re-present a failed debit or dispute an invalid rejection.