In this article you will learn: How to configure the contribution split and issue invoices for corporate fitness
- Prerequisite for using corporate invoicing
- Configuration of the contribution split for the company
- Creating a contract with company split for a member via the Magicline back office
- Corporate invoicing configuration
- Overview of corporate invoicing runs
- Drill-down of a corporate invoicing run
- Company overview
- Invoice settlement
Quick guide:
- Check the prerequisites (contribution split)
- Go to: Settings > Corporate Fitness > Corporate Invoicing Configuration
- Run an invoicing cycle
- Payments are automatically recognized by Magicline
Prerequisite for using corporate invoicing
Configuration of the contribution split for the company
In the cooperation models, a contribution split configuration must be created for the respective company.
This contribution split shows the share that the company will cover when a contract is concluded with a member who belongs to that company.
The assignment of such a contribution split must be done via Magicline.
Go to Settings / Cooperation Model and click on the blue button Create Company Vouchers in the top right corner.
Fill in the fields for Name, External ID (if you work with external reporting), select the Company for which the split should be created, select the Type Contribution Split, and complete the additional information for the public name, internal and external description.
Then click Next.
Now choose from the drop-down menu between the options for the split in percent or fixed amount. In our example, we choose fixed amount.
To complete the configuration, click Create.
Now you see the overview of the created configuration for the contribution split in the menu and can edit the availability / release via the three-dot menu in the next step.
Information: Currently, the creation of split contracts is only possible via the back office of the member administration. The possibility to offer these company splits also in the sales tool and via the Connect API is under development.
In the next step, you can use the Rate Release tab to specify which rates this split should be available for. By default, all rates can access this split, but you can also limit it to individual rates.
To do this, switch to the Rate Release tab and with a click on the three-dot menu on the right, you can make these restrictions.
From the drop-down menus, select the rate, duration and payment method, and click Add.
Creating a contract with company split for a member via the Magicline back office
Now you can create a new contract in the member overview for the member for whom the contract should be created, via the contracts widget and the three-dot menu.
For this, select the Company Split option from the drop-down menu, the company, the split configuration, the rate, the duration, and the payment method:
Click Next, receive an overview for verification, and click Save.
The contract will now be created.
In the contract widget, the data of the company and the shares will now be displayed for this contract. At the member level, the member fee is always displayed; from the resulting contributions that are shown in the member account, information about the company and the company share is displayed in the contribution details.
Under Finance / Company Overview, you can find the created contract and member under the Contracts tab after selecting the company.
This completes the setup.
Corporate invoicing configuration
Creation of a corporate invoicing configuration: The configuration can be created under Settings > Corporate Fitness > Corporate Invoicing Configuration.
The following information is required for this:
- Tax information: Taken from the data of the "Operating Company" under Settings > Studio > Operating Company
- Invoice numbering: The invoice numbering can be created under Settings > Invoicing > Invoice Numbering. If a numbering for corporate invoices is used, the badge "Active for Corporate Invoices" is displayed here.
- Invoice template: An invoice template from Settings > Invoicing > Invoice Templates must be specified
"Within such an invoice template, the placeholder "$companyNumber-$invoiceNumber" can be used for corporate invoices, which outputs the invoice number for settling the invoice via BankConnect.
Example: "Please transfer the invoice amount within 21 days, stating the customer and invoice number (C-15-dada-2024-7), to our bank account."
It is possible to specify a different studio invoicing address, which will be shown on the corporate invoices as the invoice address, deviating from the studio invoicing address. In the corporate invoicing configuration, it can be specified whether the corporate invoicing runs should be generated automatically.
Example:
- Execution date (daily, weekly, monthly)
- Receivables up to a certain due date (depending on the execution date)
- A payment period in days, based on the creation date
- Automatic processing of the preview (invoice is created immediately)
In the invoicing configuration, there is an overview of the history of invoicing runs created based on this configuration.
Overview of corporate invoicing runs
Under Finance > Corporate Fitness > Corporate Invoicing Runs, an overview of the created invoicing runs is displayed.
In this view, an aggregated invoice list can be downloaded as a PDF based on the corporate invoicing run.
Furthermore, you can manually initiate a corporate invoicing run - with the companies you select (all companies or subsets). The data in this modal is pre-loaded based on the corporate invoicing configuration.
Drill-down of a corporate invoicing run
Based on a corporate invoicing run, you can display the included companies, members and their receivables in detail.
It is possible to download all created invoices aggregated via the respective corporate invoicing run.
In the detail view of a company included in a corporate invoicing run, the individual invoice of the company can be downloaded, the invoice can be settled or canceled.
Here is the translation of that section to English:
Company overview
Under Finance Corporate Fitness Company Overview you will find an overview of all created companies.
In this overview you will find company contact information, created contracts, created invoices as well as uploaded documents. In the "Invoices" tab, individual invoices can be downloaded based on the company.
In the "Documents" tab, company-related files can be uploaded. Created invoices are also stored here.
Invoice Settlement
For invoice settlement via bank transfers, we have extended our BankConnect application. So that an automatic payment allocation to the invoices takes place, if the transfer matches the purpose, with the company number-invoice number as well as the amount from transfer and invoice.
The purpose of a transfer must be specified as follows:
"Company number-invoice number", e.g. "C-21-2024-3".
The company / customer number corresponds to the number displayed in the company overview, e.g. C-21.
The invoice number is specified as in the configuration of the invoice number, e.g. 2024-3".