1. Invoice detail overview
When you open a specific invoice (e.g. for member Piet), you see its complete history:
Status bar at the top: This immediately shows whether the invoice is 'Paid', 'Outstanding' or 'Failed'.
Invoice details (left column): This shows exactly what was charged (e.g. Gold subscription), the amount and whether the invoice includes or excludes VAT.
Member details (right column): Here you find the member's name and address details and, importantly, the Payment profile. This shows whether the member has linked an active SEPA mandate (bank account) or credit card.
Timeline (bottom): This is the invoice log. It shows exactly when the invoice was created, when the email was sent and when a debit was attempted.
2. Payment methods & processing times
FITsociety supports several ways for members to pay you. The method determines how long the money takes to arrive:
A. SEPA direct debit (automatic collection)
This is the most common method for subscriptions. The system automatically collects money from the member's bank account.
How it works: You initiate direct debit. The invoice status becomes 'Outstanding'.
Timeline: SEPA direct debit is not immediate. On average, it takes 3 to 5 business days for the bank to process the transaction and for the money to actually be credited (through Stripe or Mollie). Only then does the FITsociety invoice change to 'Paid'.
B. Credit card / Chargeback
Members can also pay by credit card.
How it works: Payment is often immediate, and the invoice changes straight to 'Paid'.
Risk (Chargeback): A member can tell their credit card company they do not recognize a payment (a chargeback). The money is then frozen or recovered until the dispute is resolved. This process can sometimes take weeks to months .
C. iDEAL / Bancontact (direct payment)
If you send a payment link, the member pays directly through their own banking app.
How it works: Once the member completes payment, the invoice changes immediately (within a few minutes) to 'Paid'.
3. What is a payment reversal and how do you resolve it?
Sometimes a payment fails. In finance, this is called a payment reversal (or 'storno').
What does a payment reversal mean?
A payment reversal means the bank reversed or rejected the debit. The most common reasons are:
Insufficient funds: The member did not have enough money in their account when the debit occurred.
Account blocked: The bank account has been closed or blocked for direct debits.
Member rejects payment (Unauthorized direct debit report): The member told their bank they disagreed with the debit and had the money returned.
What happens in the system?
If a SEPA direct debit fails (reversal), the invoice status in FITsociety automatically changes from 'Outstanding' (or 'Paid') to 'Failed' (red label).
How do you resolve a payment reversal?
As a coach, you now need to act to collect your money. Go to the failed invoice's detail overview and click the Action button (three dots):
Send payment link: The easiest solution. Send the member a manual payment link (e.g. for iDEAL) so they can transfer the amount immediately.
Retry direct debit: You can try initiating the SEPA direct debit again (useful if you know the balance issue is resolved). Please note: this again takes 3 to 5 business days.
Send reminder: Send a formal reminder through the system.