Record Offline and Alternative Payments with Additional Payment Types

You can use Additional Payment Types in Kilo GMS to accurately record transactions that are processed outside the system while keeping invoices and financial reporting consistent.

This feature helps gym owners track payments such as e-transfers, gift cards, and point-of-sale purchases without relying on cash or check workarounds.

Why Additional Payment Types Are Helpful

Additional payment types allow you to:

  • Keep financial records accurate
  • Track how athletes pay for services
  • Record offline or external transactions
  • Maintain consistent invoice and payment history
  • Improve reporting and bookkeeping clarity

This ensures your reporting reflects how payments were actually made, even when they were processed outside Kilo.

How to Record an Offline or Alternative Payment

  1. Add a package, retail item, fee, or manual charge
  2. Open the invoice or payment screen
  3. Select the Payment Type
  4. Choose:
    • E-Transfer - Use this when an athlete sends payment via electronic transfer.
    • POS - Use this to log in-person payments processed outside Kilo, such as through a physical terminal or external POS system.
    • Gift Card - Use this when an athlete redeems a gift card for memberships, services, or retail.
  5. Save the payment

The payment will be recorded and reflected in reporting.

Kilo does not yet integrate with any POS systems. The POS option is strictly available so Owners know that the sale was processed through POS and can be reflected as such in Kilo.

Where Payment Types Appear

Payment types are visible throughout Kilo to provide transparency and consistency.

You can view them in:

  • Invoice details
  • Invoice summaries
  • Athlete payment history
  • Financial records

This information is accessible across:

  • Desktop
  • Staff App
  • Athlete App

Athletes can see how payments were recorded on their invoices and payment history.

Understand Payment Behavior

These additional payment types follow the same logic as Cash or Check.

This means:

  • Payments are recorded manually
  • Refunds follow cash/check refund behavior
  • Transactions are logged for reporting
  • Athletes can view the payment type
  • Athletes cannot select these payment methods themselves

Only Owners and Staff can apply these payment types.

If you have any questions or would like guidance on setting up these new options, our Support Team is here to help.

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