Managing invoices for a gym: 3-P method

Introduction

Invoice management is not just an administrative task. It is a direct lever on your cash flow, your peace of mind and the quality of your supplier and member relationships. With a clear method and simple tools, you can reduce delays, avoid mistakes and focus on coaching.

In this guide, you discover a concrete approach, designed for coaches, studios and small rooms. It is based on the 3-P method: Procedures, Management, Platform. If you want to centralize your customer collections and exchanges, the EKKLO platform can help you structure your daily life.

Why professionalize invoice management

An immediate impact on cash flow

A clear flow avoids peaks in cash flow. You anticipate exits and secure entrances. Result: fewer bank fees and more margin for investing.

Key indicators to follow:

• Average collection time (days): the lower, the better.
• Member late rate: target < 5% after reminder.
• Outstanding outstanding: keep it within 1 month figure business.

Fewer errors, less stress

Amount errors, duplicates, services incorrectly invoiced: all this can be prevented by simple checks. A clear procedure reduces corrections and disputes.

A better image with suppliers and members

On-time payments, clean receipts and respectful reminders. You gain credibility and negotiate better conditions.

Tip: document your commitments. A confirmation email avoids 80% of misunderstandings.

The 3-P method for stress-free invoice management

P1 - Simple, written procedures

• Describe “who does what, when, how” in one page.
• Standardize your documents: quotes, purchase orders, invoices, assets.
• Create a checklist for each major payment.

Benefit: everyone follows the same path. Invoice management becomes predictable and quick.

P2 - Management by a short ritual

• A dedicated weekly slot of 45 minutes: review of invoices, collections and reminders.
• A monthly slot of 60 minutes: closing, updating of indicators, accounting export.
• Rule 10-10-10: 10 minutes of entries, 10 of exits, 10 of reminders.

P3 - Platform and tools that save time

• Centralize your offers, payments and member exchanges in EKKLO.
• Use a shared spreadsheet or an accounting tool for tracking and exports.
• Automate payment reminders and receipts when possible.

To go further in terms of day-to-day automation, consult this guide to automate your sports coaching business. coach.

Supplier flow: pay fairly, on time, without surprises

1) Quote → order → receipt → invoice: the “3-points”

• Quote accepted = unique reference (ex: 2025-F-034).
• Short purchase order: quantity, price, deadlines.
• Reception checked: “compliant / partial / non-compliant”.
• Invoice reconciled for the two documents. If everything fits, we validate.

This 3-point check eliminates most errors before payment.

2) Payment schedule and negotiation

• Classify the invoices by weekly due date.
• Pay on Monday and Thursday, always at the same times.
• Negotiate realistic deadlines (30 days) or a discount for early payment.

Objective: zero penalties, zero supplier disruption.

3) 6-point anti-fraud checklist

• IBAN verified on invoice and in your repository.
• Issuing email address consistent with the domain from the supplier.
• Unusual amount? Have a second eye validate it.
• Banking changes? Confirm by phone on a known number.
• Attachment: prefer non-editable PDF.
• History: compare to previous purchases.

Customer flow: cash out without friction and remain human

1) Clear offers and simple conditions

• Define what is included, duration, price, cancellation rules.
• Display the payment method chosen upon registration.
• Avoid gray areas: they create disputes.

Need inspiration to structure your offer? Browse these ideas to create attractive packages.

2) Recurring collection and receipts

• Offer a recurring mode for subscriptions.
• Send a receipt for each payment.
• Centralize payment-related exchanges in EKKLO to keep history.

Invoice management on the customer side becomes fluid when collection is regular and traced.

3) Respectful and effective reminders

• D+1: friendly reminder by message.
• D+7: reminder with payment link and options.
• D+14: short call + clearance plan if necessary.

In the middle of your reflection on your offers and your flows, think about set your rates without stress to reduce disputes after the fact.

Reporting and obligations: stay square and save time

Convincing archiving

• Keep invoices and documents for 10 years (commercial requirement). Tax documents are kept for 6 years.
• Digital: non-editable PDF, cloud storage + backup.
• Standard naming: YYYY-MM-DD_SUPPLIER_NUMBER_AMOUNT.

Clean invoice management is your best ally in the event of an audit.

The 6 indicators to follow each month

• DSO (days of uncollected sales): objective < 25 days.
• Unpaid rate > 30 days: < 3% of members.
• Member outstandings: < 1 month of turnover.
• DPO (supplier days): respect of deadlines, without penalty.
• Rate of invoice disputes: < 2% of invoices issued.
• Cash burn net: outflows - actual inflows.

Prepare the accountant without spending the evening

• Monthly export of payments and documents.
• Categories → accounts correspondence table.
• Shared folder « ready for account” on the 5th of the month.

With EKKLO, your offers, sessions, payments and messages are in the same place. Export becomes faster because your information is centralized.

Practical cases and ready-to-use models

Routine 10-10-10 (weekly)

• 10 min Inputs: new payments, receipts, anomalies.
• 10 min Outputs: invoices to validate, updates payment.
• 10 min Reminders: D+1, D+7, D+14.

Keep a mini logbook: decisions taken, points to be decided.

Folder structure model

• 2025/
  • 01-January/
    • Suppliers/
    • Customers/
    • Exports-Accounting/
  • 02-February/ …

Type file: “2025-01-12_MATERIEL-FIT_2025-F-034_540-00.pdf”.

3 reminder email models

• Friendly reminder (D+1)Subject: Your payment - little friendly reminderHello [First name], The payment of [amount] for [offer] seems waiting. Here is the secure link: [link]. Tell me if you have a problem, I'll help you. Have a nice day,
• Structured reminder (D+7)Subject: Your subscription - simple regularizationHello [First name], Payment for [date] has not been processed. You can pay here: [link].If necessary, I can offer a spread.Thank you in advance,
• Clearance plan (D+14)Subject: Let's find a solution togetherHello [First name],I offer you 2 options: single payment [amount] or 2 installments of [amount].Tell me what suits you and I will put it in place.

Invoice management remains human: clarity, kindness, simple options.

To remember

• Invoice management is achieved with short procedures and a regular ritual.
• A “quote → order → receipt → invoice” control avoids most errors.
• Centralizing offers, payments and exchanges simplifies the entire process.
• Measure DSO, unpaid debts and outstandings to act in the right place.
• Respectful reminders protect the relationship and revenue.

Conclusion: take action in 7 days

Day 1: write your procedure in one page. Day 2: Create your templates. Day 3: Implement the 10-10-10 routine. Days 4 to 7: centralize your offers, payments and messages in EKKLO and prepare your first monthly export.

Do you want to accelerate your income stabilization? Start by securing entries, then structure your offer and your prospecting. This guide can help you get your first 3 clients quickly.

Ready to save time and cash out without friction? Discover how the EKKLO platform helps you centralize your offers, sessions, payments and messages. You stay on track, and your invoice management finally becomes simple.