Prerequisites:
Your gym must be using Adyen as its payment processor.
Only Owners can configure overdue fees.
Overview
FLiiP can automatically apply fees to members when a payment fails or when an outstanding balance is not resolved within a set number of days.
💡 You may also see the first overdue charge referred to as a "decline fee" — this is the term used in Settings to describe the fee triggered when a payment first enters an error state.
Overdue fees apply to
membership and service contracts only — not to any other fee types,
applied on Credit Card/Debit card & Direct Debit payment methods only,
planned payments only (not in person transaction for instance),
main transaction only (not on add-ons, not on fees)
There are two stages:
Stage | When it is charged |
First decline fee | Once, immediately when a planned payment enters an error state |
Recurring overdue fees | Repeatedly, every X days while the outstanding balance remains unresolved |
Each fee generates a dedicated invoice linked to the original failed payment and triggers an email notification to the member. Taxes are applied based on your gym's configuration.
How It Works
First decline fee
Charged once when a planned payment enters an error state.
Charged on the same day as the failed transaction.
The amount is configurable separately for Memberships and Services, and separately for each payment method (Credit Card / Direct Debit).
Retroactivity : The first decline fee is not applied retroactively to payments that failed before the feature was enabled.
Recurring overdue fees
After the first decline fee, a recurring overdue fee is charged every X days as long as the balance remains unpaid.
A maximum number of occurrences (cap) can be configured to limit how many times the fee is charged.
The sequence stops automatically when one of the following occurs:
The outstanding balance is fully paid (including all fees), or
The contract has expired, or
The contract is cancelled.
Recurring overdue fees continue even if the membership is suspended.
Retroactivity : When you activate the feature and configure a recurring interval (e.g., every 2 days), FLiiP looks back up to that number of days to determine where a contract stands in the overdue sequence.
Setting Up Overdue Fees
Go to Settings > Payments and Fees, then scroll to the Overdue fee section.
Enable the feature Toggle Enable overdue fee on.
Configure the fee label Enter the label that will be shown to members on their invoice. You can enter it in English, French, and Spanish.
Set the ledger account and taxes Select the appropriate Ledger Account and Tax configuration for overdue fees.
Set the first decline fee Configure the fee amount for the first charge, by payment method and contract type:
| Memberships | Services |
Credit Card | $ amount | $ amount |
Direct Debit | $ amount | $ amount |
5. Set the recurring overdue fees
Recurring fee amount — the flat amount charged at each recurrence.
Interval between charges — the number of days between each recurring fee.
Maximum occurrences — the maximum number of times the recurring fee can be charged per unresolved balance.
Managing Contract Eligibility
In the contract configuration
When setting up a membership or service type, you can define whether contracts of that type are eligible for overdue fees by default.
During the sale
When selling a contract for a specific member, a staff member can exclude that individual contract from overdue fees at the time of sale.
After the sale
To exclude a specific contract from overdue fees at any time after it has been created:
Open the member's profile.
Navigate to the relevant contract.
Click the three-dot action menu (⋯).
Select Exclude from overdue fees.
This exclusion applies to both the first decline fee and all recurring overdue fees.
By default, contracts are eligible for overdue fees when the feature is enabled. You can exclude a specific contract at any time.
When you enable this feature, please check existing contracts (membership & services) configuration.
Waiving an Overdue Fee
If a fee was applied in error, it can be manually waived from the member's profile, the same way any payment can be adjusted in FLiiP.
Viewing Overdue Fees in the Payment List
From the payment list, you can access overdue fee details for any payment:
Click the three-dot action menu (⋯) next to a payment, then select View details to see the full overdue fee sequence associated with that payment.
Click the three-dot action menu (⋯) next to an overdue fee, then select View original transaction to navigate directly to the payment that triggered the overdue fee.
Important Notes
You are responsible for ensuring that their member agreements disclose applicable fees before enabling this feature.