Invoices and Branded Receipts
Why this matters
The carbon-copy receipt book is where money goes missing. A member pays 60,000 TZS at the front desk, someone scribbles it down, the page gets damp, and three weeks later that member is standing in your doorway saying they already paid. You have no way to prove otherwise. You either take the loss or have an argument you did not want.
An invoice in Kazafit fixes the record at the moment the money changes hands. It names the member, the package, the amount, the dates the membership covers, and how the money came in. Kazafit stores it against that member, so it turns up on your Invoice Report list with their name, phone and package.
It also makes you look like a real business. When a member asks for a receipt, you press one button and hand them a PDF with your gym's name, logo, address, phone number and bank details on it. Not a torn slip of paper.
And it saves you doing arithmetic. Pick the package and Kazafit works out the end date and the price for you. Pick a discount and it recalculates. At tax time you have the whole year in one place instead of a shoebox.
What you can do
- Create an invoice in about twenty seconds. Type part of a member's name, click them, choose the package. The price and the end date fill in on their own from the package length. No mental maths, no lookup table on the wall.
- Apply a discount without recalculating anything. Choose one of your running discounts and the total drops by that percentage automatically.
- Say how the money came in. Cash, Mobile (M-Pesa, Tigo Pesa, Airtel Money) or Bank. Kazafit saves it on the invoice and prints it on the receipt.
- Update the member's membership in the same action. Saving the invoice writes the start date, end date, package name and amount paid onto that member's record. You do not have to type it in twice — the invoice and the membership update together.
- Hand over a branded PDF receipt. The download arrow at the end of each row opens the receipt in a new tab, ready to print or send. It carries your side — logo, gym name, address, phone, email, website, and your bank account name and number — and the member's side: their name, phone, internal member ID (printed as MemberID, which is not the membership number they check in with), the package, the dates it covers, the amount and any discount.
- Keep your whole invoice history in one list. Every invoice you create lands on Invoice Report with the member's name, phone, package, amount and dates. Kazafit remembers your search and how many rows you like, so the screen looks the same next time you open it.
- Leave a note on an invoice. "Paying the rest on Friday." "Staff rate agreed with me." Kazafit saves the note on the invoice so the arrangement survives the conversation.
- Find those notes again. The Invoice Notes screen lists recent invoices that carry a note, with the member's name, phone, package and the note text.
How to get started
- Upload your gym logo first, under Company Profile. If you skip this, every receipt you generate prints without a logo. Fill in your address, phone, email, website and bank account details on the same screen — all of them appear on the receipt.
- Create at least one package under All Packages. You cannot save an invoice until you have at least one package, and the package length is what produces the end date.
- Open Invoice Report from the sidebar and press Generate Invoice.
- In Search Member by Name, type part of the member's name and click them in the list below.
- Choose the package from Select Package. It shows the length in days, and the total price and end date fill in for you. The start date defaults to today — change it if the membership starts later.
- Choose a discount if one applies. The total updates.
- Under Select Payment Status, choose Cash, Mobile or Bank.
- Add a note if you need to. It is optional.
- Press Create Invoice.
- Find the new row and press the download arrow at the end of the row to open the PDF receipt in a new tab.
Good to know
The Status column says Unknown. Ignore it. The "Select Payment Status" box asks how the money came in — Cash, Mobile or Bank. It is not a paid/unpaid switch, so the Status column has nothing to show. Read the amount instead.
Creating an invoice texts the member. If messaging is switched on for your gym, Kazafit sends the member a payment-confirmation SMS the moment you create the invoice, and it uses your SMS credit. If you delete a wrong invoice and create a corrected one, that sends a second message.
Selling a membership for cash does not write the invoice for you. Only insurance sales create the membership and its invoice together. After a cash sale, come to Invoice Report and create the invoice here. See Selling and Renewing Memberships.
Staff logins see only today's invoices. An account you set to Staff (limited access) can create invoices and print receipts, and can open Invoice Report — but the list shows only invoices raised today. Only your own Owner (full access) account sees the full history. See Staff Logins and Who Sees What.
The search box does not find members. On Invoice Report it matches the name, phone or email of the staff account that raised the invoice — not the member's name and not the package. To find one member's invoice, page through the list; it shows each member's name and phone on every row.
After you create one invoice, the form stays open for the next member — but the last price is still in it. The total from the invoice you just made, discount and all, is still sitting in the box. Pick the package again before you save the next invoice, or close the form and reopen it, so you do not charge the wrong amount.
You cannot un-pick a discount. Once you have chosen a discount there is no way back to no discount on the same form — the No Discount entry is not selectable. Close the form and reopen it to start clean.
The note is printed on the receipt. Whatever you type in the note box appears in a highlighted section headed MEMO on the PDF. Do not put anything in it you would not want the member reading.
The receipt also prints the staff account that raised it. The name, email and phone of whoever created the invoice appear directly under your gym name on the PDF. Put work contact details on staff logins, not personal ones.
Editing an invoice only changes the note. The package, price, dates and payment method cannot be changed after saving. If you create an invoice with the wrong package or the wrong amount, delete it and create it again.
Deleting is owner-only and deliberately awkward. Only the owner account sees the delete button, and you must type the invoice number to confirm. Deleting an invoice is permanent — it is a financial record, and once it is gone there is no way to get it back.
Invoice Notes only shows recent invoices. It looks at about the last ten invoices, so a note you wrote two months ago will not show up there. To find an older note, open that invoice from Invoice Report and press edit.
Insurance-funded invoices work differently. See Medical Insurance and Insured Members.