Marija Dambrauskaitė • November 4, 2024

Automate Club Invoicing: 5 Reasons to Stop Manual Billing Today

EXOCLASS

Are you a club manager exhausted by manual invoicing processes?

You’re not alone. Many clubs face delayed payments, contract disputes, and administrative burdens, leading to irregular cash flow and stunted growth.

Implementing payment management software can unlock your club’s full potential for growth and success. Automating invoicing processes not only mitigates the risk of human error but can also cut costs and create a streamlined workflow for back-of-house operations. For instance, a survey by the Institute of Finance and Management found that 39% of invoices contain errors, which can lead to payment delays and strained client relationships.

One such solution is Exoclass, a club billing automation system that improves payment management by automating the billing process and addressing irregular income fluctuations. Our payment solution can help your club achieve a 95% invoice settlement rate within the same month, ensuring consistent cash flow for your classes.

The Dangerous Trap of Manual Invoicing

One often-overlooked area that can drain your profits is manual invoicing. If you’re still relying on paper, spreadsheets, or outdated systems to handle billing, you might be leaving money on the table. Here’s what to look out for—and why it matters.

1. Increased Risk of Billing Errors

One of the biggest risks of manual invoicing is the high rate of billing errors, which can lead to overcharging, undercharging, or missed payments. Without automated club invoicing, it’s easy to forget discounts, miscalculate fees, or fail to track outstanding balances. A recent PYMNTS study found that 87% of companies using billing automation reported faster processing times, while 79% experienced improved efficiency and 75% saw better customer satisfaction. These statistics prove that club billing automation reduces human error and ensures that every invoice, discount, and payment is accurately tracked.

Beyond errors, manual club invoicing is also a massive time drain. Business owners spend an average of 15-20 hours per month chasing overdue payments instead of focusing on member engagement, marketing, and business growth. If your club still relies on manual invoicing, you are not only losing money but also wasting valuable hours that could be used to expand your membership and improve customer experience.

2. Late Payments Disrupt Cash Flow

Late payments are one of the biggest challenges for studios, clubs, and academies. When invoices are sent manually, payment delays become inevitable. 93% of businesses experience late payments, creating financial instability and unpredictable cash flow. Without automated invoice reminders, members often forget due dates, forcing club owners to waste time on manual follow-ups.

Club billing automation solves this by ensuring invoices are generated and sent automatically, while integrated payment management software can schedule payments, send reminders, and even process recurring paymentsseamlessly. By automating club invoicing, you maintain consistent cash flow and eliminate the stress of chasing overdue payments.

3. The Cost of Time

Most club owners underestimate the true cost of manual invoicing. Every manually processed invoice costs an average of $16 due to administrative work, corrections, and follow-ups. However, clubs using automated billing software reduce invoicing costs to as little as $2.36 per invoice, saving thousands of dollars annually. This cost difference alone proves why studio billing software is a must-have for any modern club or studio.

Client Success Story

Good Wind Club is one of many clubs across Europe benefiting from Exoclass’s robust administrative features.

450+ invoices
300+ students
11 classes and camps managed through Exoclass

“Exoclass has automated sending invoices and payment reminders, making it easier to manage billing.” – Mantas Klimantavicius, Good Wind Club

How Exoclass Billing Works – Automate Club Invoicing

Managing payments for your club, studio, or academy is now effortless with Exoclass. Our platform is designed to automate club invoicing, ensuring that your billing, payment collection, and financial management are seamless and error-free. Whether you run a dance studio, martial arts club, gymnastics academy, or music school, Exoclass streamlines club management by eliminating manual invoicing tasks and reducing administrative workload.

Student Registration – Automated from Day One

As soon as a student registers, the billing automation system kicks in. Students select their preferred payment plan, whether it’s monthly, per season, or per session, and the first invoice is automatically processed. This ensures instant payment collection, reducing revenue gaps and preventing missed payments.

Exoclass: Easy student registration, automated club invoicing, flexible payment plans, and real-time billing management—all in one platform

Automated Club Billing for the Entire Year

With Exoclass, your club invoicing is scheduled in advance. Simply set your preferred billing date, and the system will automatically generate invoices for the entire academic year. Whether your members prefer weekly, monthly, or seasonal payments, Exoclass club billing automation ensures that invoices are delivered on time, every time.

Modify Invoices

Need to adjust an invoice? The Exoclass balance section lets you:

Add credits for loyalty rewards or promotions.
Apply debits for additional charges.
Provide personalized discounts for new and existing members.

This flexibility makes Exoclass the ultimate studio billing software, catering to the diverse financial needs of clubs, gyms, and studios.

Invoice Reminders – Reduce Late Payments

Late payments can disrupt your cash flow. Exoclass solves this problem with automated invoice reminders, ensuring members receive timely payment notifications. This feature drastically reduces overdue payments, making club billing automation a game-changer for clubs and studios.

With Exoclass, paying invoices is effortless. The payment management software supports multiple payment methods, including credit/debit cards, bank transfers, and digital wallets. Members can complete transactions in seconds, eliminating friction in the payment process.

Tailored Payment Plans – The Best Club Billing Automation Solution

Every club has unique financial needs. That’s why Exoclass offers a flexible studio billing software solution, allowing clubs to set up payment plans that fit their business model.

Advance Payments – Secure Payments Before Classes Start

For workshops, camps, and exclusive classes, advance payments let members reserve their spots ahead of time. This reduces last-minute cancellations and ensures financial stability.

Total Season Pricing – One Payment, Zero Hassles

For clubs that prefer upfront payments, Exoclass automates season-long invoicing. Members can pay once for the entire season, making club invoicing simpler than ever.

Fixed or Flexible Monthly Subscriptions

With Exoclass, you can automate:
✅ Fixed Monthly Plans – Members pay a set monthly fee, regardless of attendance.
✅ Flexible Monthly Plans – Members pay only for attended sessions, creating a fair and transparent payment model.

Exoclass fixed monthly plan registration options for clubs and studios—automate club

This club billing automation feature is ideal for studios, academies, and training programs looking to offer customizable billing options.

One-Off Class Payments – Pay Only When You Attend

For drop-in sessions, students can pay per class, offering maximum flexibility. This model is perfect for trial classes, workshops, and private lessons.

Getting started with Exoclass – effortless and cost-free

Our free setup means you only start paying as new registrations come through, allowing you to grow at your own pace without upfront costs.

Step 1. Book a Demo call and see how the system can empower your club management.

Step 2. Test the system with a personalised account tailored to your club’s needs.

Step 3. Set up Exoclass for free and pay a small fraction as new registrations come through.

Don’t let manual invoicing slow down your club. Automate your club invoicing today with Exoclass and experience hassle-free payment collection, reduced debtors, and improved cash flow.

🚀 Start automating your club’s invoicing now with Exoclass! 🚀

Automate club invoicing with ease – Book a demo today and simplify your billing process!

References

Institute of Finance & Management. (n.d.). Special report: The true costs of paper-based invoice processing & disbursements. https://www.iofm.com/ap/process-improvement/automation/special-report-true-costs-paper-based-invoice-processing-disbursements
Mesha. (2024, November 21). Common invoice payment delays and how to prevent them. Mesha Blog. https://trymesha.com/blog/common-invoice-payment-delays-and-how-to-prevent-them/
PYMNTS. (2022, April 5). 93% of companies experience late payments. PYMNTS. https://www.pymnts.com/news/b2b-payments/2022/93-of-companies-experience-late-payments/
Tax1099. (2024, November 14). How invoice automation improves accuracy and reduces costs. Tax1099 Payments Blog. https://www.tax1099.com/payments/blog/how-invoice-automation-improves-accuracy-and-reduces-costs/