When a payment is made through GymMaster, there are a few steps behind the scenes before funds leave the member’s account.
First, GymMaster sends the payment request to your billing provider. From there, the request is passed to the member’s bank for processing. The bank then returns a success or failure response back through the same chain — from the bank, to the billing provider, and back into GymMaster — where the member’s account is updated with the result.
This process typically takes 3 to 5 working days, though timing can vary depending on your billing provider and the member’s bank.
Payment Processing Timeline
These are the stages a payment moves through before funds are settled;
1. Member Billed
Automatic payments are sent out early each morning, and manual charges can also be processed throughout the day using the POS.
Once a payment has been submitted:
- The payment will show as Processing
- The related charge will show as Provisionally Paid
2. Payment Requested
Your billing provider batches payments throughout the day and sends them to the member’s bank or card issuer for processing.
3. Payment Processed
Once the member’s bank processes the payment, usually overnight, the result is returned to your billing provider.
4. Payment Status Requested
GymMaster automatically checks the status of submitted payments around three times a day and updates records accordingly.
You can also trigger a manual status check at any time via:
Report & Till > Billing > Check Billing
5. Settlement
Once processed, your billing provider will typically hold the funds (less any applicable fees) in your billing account before settling them into your facility’s bank account.
Settlement timing and process can vary depending on your billing provider.
Billing Statuses
Payment Outcome
| Billing Status | Description |
| Not Sent | NOT SENT | The payment request never left GymMaster. Usually this is due to the member's billing being disabled. |
| Processing | SENT | The payment has been sent to the billing provider for processing. |
| Settled | SUCCESS | The payment was successfully taken from the member. |
| Refused | REFUSED | The payment was refused by the billing provider, and never made it as far as the bank. Generally a payment is refused when the request is invalid. e.g. bank account is invalid, credit card has expired |
| Rejected | REFUSED/DECLINED | The payment was rejected or declined by the member's bank or card issuer. Billing providers may use these terms interchangeably. |
| Failed | FAILED | The payment has failed for some reason, this is sort of a catch all and usually is not due to financial reasons. |
| Dishonoured | DISHONOURED | The payment was declined with a reason that incurred a penalty fee. Check with your billing provider whether this penalty fee has been charged to the member or your facility. If applicable the fee will be added to the member's account in accordance with your facilities settings. |
- For more information on issues with billing outcome, see our article on Failed Billing
Common Questions this Covers
- How does billing process work in GymMaster
- What is billing process
- What are the billing steps
- What does billing status mean