Reconciling class attendance with billing

Purpose

1. Automate reconciling attendance records with class billing, ensuring all attended sessions are billed accurately and paid sessions are matched with attendee participation.

2. Prevent revenue leakage by automatedly identifying unpaid or missed sessions, automating adjustments, and reporting discrepancies to finance.

3. Enable automated real-time finance tracking, automate follow-ups for payment gaps, and automate audit trails for compliance and transparency.

Trigger Conditions

1. Automatedly triggered after each body shaping class session’s attendance record submission.

2. Billing data update (e.g., new payment, refund processed) triggers automated reconciliation.

3. Scheduled daily or weekly automation for routine cross-checking between attendance and payments.

Platform Variants

1. Mindbody

• Feature/Setting: Use Webhooks and GET /clients/attendances, GET /sales endpoint to automate retrieval and automated comparison.
  

2. Zen Planner

• Feature/Setting: Attendance API + Payments API automated sync; configure webhook for automated triggering.
  

3. Glofox

• Feature/Setting: Scheduled automation using Attendance endpoint and automated Billing reconciliation CRM.
  

4. ClubReady

• Feature/Setting: Automate via Member Attendance API and Financials API for automated adjustment/reporting.
  

5. Virtuagym

• Feature/Setting: Automator rules for Attendance calls and Billing event triggers.
  

6. GymMaster

• Feature/Setting: REST API for automated fetching attendance vs. Invoice status.
  

7. Amilia

• Feature/Setting: Webhooks on Attendance + Payment module status for automation.
  

8. TeamUp

• Feature/Setting: Automated Attendance Reports API with automated Payment matching logic.
  

9. PTminder

• Feature/Setting: Attendance & Billing data flows automated via API polling.
  

10. Paysafe

• Feature/Setting: Transactions API for payment, automating cross-check with class schedules.
  

11. Stripe

• Feature/Setting: Charge API and Webhooks for billing trigger on specific class IDs.
  

12. Xero

• Feature/Setting: Automate with Invoices API by matching issued invoices to attendance logs.
  

13. QuickBooks Online

• Feature/Setting: Automate using Create/Read Invoices API with attendance data mapping.
  

14. Square

• Feature/Setting: Payment Events trigger attendance reconciliation flow.
  

15. Zendesk Sell

• Feature/Setting: Automate deal records with attendance via Activity tracking API.
  

16. Google Sheets

• Feature/Setting: Automate sheet triggers using Sheets API for cross-references.
  

17. Airtable

• Feature/Setting: Automated scripts with Records/Update API for instant match and flagging.
  

18. Slack

• Feature/Setting: Automate alerts via Incoming Webhooks for unmatched billing/attendance.
  

19. Notion

• Feature/Setting: Automate via Notion API to update reconciliation database after events.
  

20. Microsoft Power Automate

• Feature/Setting: Scheduled flow triggers using attendance and payment data from supported integrations.
  

21. Zoho Books

• Feature/Setting: Automated reconciliation workflow via API, matching class and billing entries.
  

22. FreshBooks

• Feature/Setting: Auto-match Attendance and Billing using List Payments + Timesheet API.
  

Benefits

1. Automates reconciliation for accuracy and efficiency, minimizing manual errors.

2. Ensures all attended classes are properly billed, automating identification of discrepancies.

3. Speeds up financial reporting and automates the detection of fraud or missed revenue.

4. Reduces staff workload by automating routine finance & attendance checks, freeing them for high-value tasks.

5. Enhances member trust by automatedly ensuring transparency and prompt billing corrections.