Reception’s notebook says one thing, the till says another

The problem

A member pays part of the subscription and leaves the rest for later, so the balance goes into reception’s notebook. As reception staff change, the notebook turns into amounts nobody can attach to a person or a date.

Guests come in on spoken invitations that are never charged to anyone, and trainers’ private sessions and commissions are estimated at month end, so payday turns into an argument.

What we built

Each subscription carries its package — by duration or by session count — along with what was paid and what is outstanding, and the balance shows at reception on every visit.

Every guest invitation is a code used once, drawn from that member’s allowance, so it is clear who came in, when, and on whose account.

Every subscription and every sale is posted to the till automatically, and a trainer’s commission is calculated from their recorded sessions rather than their recollection.

What changed

Arrears became a list with a name and an amount rather than lines in a notebook.

Payroll closes on time, because commission is worked out from a record both sides can see.

Management knows who trained without paying on the day it happened, not at the end of the month.