Finance

Invoices to clients

The invoices to your clients are issued by Stripe — in your name and from your own Stripe account. You don't need to do anything for that: TrainerFoundry makes sure every payment that runs through your Stripe account gets the matching invoice. TrainerFoundry doesn't issue receipts of its own.

Not to be confused with your own TrainerFoundry invoices: those are the invoices TrainerFoundry issues to you for your subscription.

When an invoice is created

• Card payment — every card payment gets an invoice, whether paid once or charged as part of a membership.
• Refund — if you refund such a payment in full or in part, a credit note is added, referencing the original invoice.
• Cash payment — cash you take and record only gets an invoice if you turn on Automatically create an invoice for cash payments in the Cash payments section under Accept payments. The invoice is then marked as paid in cash. This applies from the next cash payment you record.

Even without an invoice, a cash payment shows up under Payments and counts in full in the Finance overview.

Once issued, an invoice isn't changed. Corrections always go through a credit note.

Where you find the invoices

Under Finance → Payments, every row that has a document carries the action Invoice or Credit note. One click downloads the PDF.

What your client gets

For every invoice, your client gets an email with the PDF attached — so a client without the Client App has their copy too. When they pay by card, that email is also the payment confirmation: one payment, one email. For every refund they get exactly one email: that the money is coming back and, if the payment had an invoice, the credit note attached. In the Client App they find invoice and credit note under My credit — with the membership or package they bill, and anything else further down in the Invoices section. So a client never has to ask you for a copy.

What's on the invoice

At the top of the invoice, Stripe prints your name and the address from the business details you gave Stripe. Three details come from TrainerFoundry: the Issued by line with your company name and your full address, your tax ID and the Invoice footer note — you set all of them in the tax settings. The address there is your business address or, if you entered a different address for tax calculation, that one. So every invoice carries your full address, even when the details at Stripe are incomplete; a change applies from the next invoice on, running memberships included. TrainerFoundry also marks the invoice of a one-time sale (through a payment link, in the Client App, a voucher, or in cash) as paid (“Status: Paid”, for a cash payment with the day it was paid): such an invoice only comes into being once the money is in. A membership's invoices are created by Stripe with each charge and don't carry this note.

Whether tax is shown depends on your tax scheme: with Standard-rated, Stripe Tax calculates it; with the small-business scheme or Exempt, the invoice shows none. TrainerFoundry writes no legal note onto the invoice — the note your country expects for a small business or an exemption, you add yourself in the footer note.

For your tax advisor, hand over the file from Finance → CSV export: every payment and refund in a period, cash included. There's no DATEV / GoBD export at the moment.