Weekly direct debits allow you to debit your members once a week or once every 28 days. To activate this function, consult your Xplor Gym advisor and then read this article carefully.
As far as the Bolt-ons are concerned, although you only offer the days of the month, in the catalogue you have the option of choosing weekly invoicing to match the day of the week chosen for the membership.
To create a membership with a weekly billing period, start creating a membership in the catalogue as usual, but select ‘Weeks’ in the membership duration.
In Pricing, choose to add a Weekly direct debit offer.
Next, determine the tariff, the duration of the membership, and you can add tariff options using the three dots, as well as VAT. The billing choice stage is an important one.
📅 Collect once a week: A due date and an invoice will be displayed each week in the member file.
- Prorata: the pro rata calculation is based on the consumption of the days of service between the day the membership starts and the Sunday of the same week. Example: if you start on Tuesday, the pro rata is calculated on the price from Tuesday to Sunday.
- Date to date: the billing periods will run from the day the membership starts to the same day of the following week. Example: if you start on a Tuesday, the service will always be billed for the period from Tuesday to Tuesday.
📅 Collect once every four weeks (28 days) : 4 due dates will be displayed, but only one invoice will be generated.
- Prorata: the pro rata is always calculated on the first week. Example: if you start on Tuesday, the pro rata is calculated from Tuesday to Sunday. The first four-week period begins after this prorated week.
- Date to date: the billing periods will run from the day the membership starts to the same day of the following week, but the member will only be billed once every four weeks.
The due dates become early invoices 15 days before the start date of the billing week or four-week period. It is therefore important not to generate the direct debit file too far in advance, otherwise some due dates will not be taken into account.
💡The tip: choose your direct debit days carefully. Always Wednesdays, for example. And, make a file every fortnight for example, like the 1st of the month for the period from 1st to 31st and the 16th of the month for the period from 1st to 31st. In this way, you limit the possibility of direct debits falling through the cracks.
⚠️If you make sales without prorata, on a date-by-date basis with the first period paid by direct debit, the best thing to do is to generate the file at the last minute (always with the 48-hour bank lead time) so that the first direct debits from these sales are taken into account.
📅 Do you take your direct debits manually and do you take them every week?
In the case of weekly billing, the deadlines scheduled for Thursday, in week 3 of the month, will be generated during week 1. It is therefore recommended that the file for week 3 be sent either at the end of week 1 or in week 2.
Always allow two working days before the direct debit day, so that the banking deadline does not delay receipt of the funds.
If you collect on Thursday, it is recommended sending the file around Sunday/Monday.
📅 Do you have a manual direct debit and are you scheduled to take your direct debits every four weeks?
The same principle applies to invoicing every four weeks. In this case, it is recommended sending them the week before the four-week period to ensure that all due dates are taken into account.
📅 Is your direct debit method automated?
If your direct debit method is automated, you don't need to do anything: the file will be sent automatically, without any action on your part. Once the service has been activated, your file will be sent to the bank three days (including working days) before the scheduled direct debit day.
💡 The tip: generate a file every fortnight, for example on the 1st and 16th of the month, to minimise errors and ensure that all deadlines are covered.
- If you wish to suspend a membership, the number of suspension days must always be a multiple of 7 (on weekdays).
- Don't forget to set your weekly direct debit days with your Xplor Gym advisor.
- In the case of membership bolt-ons, if you tick the box ‘The amount of the proportion for the first week is equal to 0', you offer the first week.
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