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For Personal TrainersWeb dashboardAbout 2 minUpdated 20 Oct 2026

How to Record a Client Payment

When a client pays you in cash, bKash, Nagad or by card, record it in GymCity so their bill is marked paid and you can see who still owes.

Before you start

  • The client has a bill in GymCity. Bills are made from the client's class plan.
  • How much the client paid and how (cash, card, bKash, Nagad or other). For bKash or Nagad, keep the transaction ID handy.

  1. Step 1: Find the client

    In the left menu, open Clients → All Clients. The Payment column shows Due or Partial for clients who still owe. Click the eye button on the client's row to open their page. Another way: Billing → Unpaid Invoices lists every bill not yet paid; click View Invoice on a bill and then Receive Payment.

    1. All Clients, under Clients in the left menu.
    2. Payment status: Due means nothing has been paid on the bill yet.
    3. Opens the client's page.

  2. Step 2: Click Take Payment

    The Due card shows how much the client owes and since when. Click Take Payment at the top. It opens the client's oldest unpaid bill with the payment form ready. Take Payment only shows when the client owes something.

    1. Due: the amount owed and since when.
    2. The Take Payment button.

  3. Step 3: Enter the payment and record it

    Amount Received starts at the full amount due. If the client paid part of it, type what they paid: the form shows how much will still be owed. If they paid more, you can keep the extra as credit for their next bills. Choose how they paid and check the date (it cannot be in the future). Click Record. GymCity shows "Payment recorded" with a Print Receipt button, and the bill moves to paid, or part paid.

    1. Amount Received: what the client paid this time.
    2. Paid By: Cash, Card, bKash, Nagad or Other.
    3. + Add reference or note: for example the bKash TrxID, or a short note.
    4. "Email the receipt to the member" is ticked: untick it if you do not want GymCity to email a receipt.
    5. Record: saves the payment. The button shows the amount, so check it before you click.

If Something Goes Wrong

The client owes nothing right now, so there is no bill to pay. Check the client's Billing tab for their bills.

You typed more than the bill. If the client paid in advance, tick the box that keeps the extra as the client's credit for later bills, or lower the amount.

Open the bill from Billing → All Invoices and find the payment under Payments. Click Void, give a short reason, then record the right amount.

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