New Actions Menu and Activity Tracking in Invoices

We’re excited to announce the release of Phase 1 of a highly requested update in Kilo Gym Management—designed to give gym owners greater flexibility and control over athlete invoices.

This update introduces three key features:

  • Reopen invoices that were accidentally charged to the wrong payment method
  • Add client-facing notes to invoices to document special circumstances or details
  • View invoice history to track past activity, including charges, payment methods used, refunds, and more

Reopen Invoice

With this initial phase, gym owners and staff can now reopen previously closed invoices directly from the Invoice tab. This enhancement is particularly useful in cases where charges were made with the wrong payment method, such as an invoice being charged as 'cash or check' instead of the default payment method.

To Reopen an Invoice:

  1. Click the blue action button
  2. Click Refund, confirm you want to refund the invoice.
  3. Back in the action button, select Reopen
  4. Confirm you wish to Reopen the invoice (Note: Auto pay will be turned off)
  5. If the due date was in the past, the Invoice status will be "Past Due", Invoices in the future will be labeled as "Upcoming"
  6. Determine the next steps for the reopened invoice - Void payment, Collect on invoice with the payment method (i.e. default), edit invoice (due date or amount).


Add Notes to an Invoice

In addition to reopening invoices, Staff can now view activity changes related to the invoice and add notes to provide context or track important information.

Notes can be added to an Invoice and serve as a valuable tool for communication, future audits, or customer inquires.

Important note: these notes are client facing. Invoice notes will be visible at the bottom of athlete invoices when they email themselves a copy.

In the example below, a 10% discount was given on a retail item.

View Invoice Activity

View invoice activity to track what actions have been taken on an invoice — including edits, reopening, and note additions — creating a clear timeline of changes.

This is the first installment of a multi-part rollout focused on expanding invoice functionality. Additional capabilities, introducing even more enhancements aimed at improving invoice features relative to refunds, are coming soon.

For more information on any of the Invoice features, email our Support Team at hello@usekilo.com

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