ClubOS offers a process to perform a bulk write off of unpaid invoices for Personal Training agreements sold in ClubOS. Owners can request this process be run for their location or locations by submitting a ticket with our Support Services Team. The process may be requested periodically as needed. 

The Bulk Write-off Process

When run for a location, the job will set any invoice in one of the below statuses to Written Off:

• Unpaid
• Delinquent
• Chargeback

When requesting the process, an owner specifies up to what date invoices should be written off. All invoices from the past up to and including that date will be written off.

The effects of writing off an invoice through this process are the same as when an invoice is manually written off. Read more about the effects of writing off an invoice here: How To Write Off An Invoice.

How to Request a Bulk Write-Off

Only the location owner (as designated in the Anytime Fitness Dashboard) can request a bulk write-off.

If you are an owner, follow these steps:

1. Submit a ticket to the Support Services Team (Open a Ticket)
2. In the 'Description' field of your ticket, include the following:
   • Location name(s)
     • Enter each location exactly as it appears in Club OS.
     • Example: Use “Anytown, MS (Main St)” instead of “Anytown, MS.”
   • Write-off cutoff date
     • Provide the date up to and including which invoices should be written off.
     • Example: Enter June 1, 2025 to write off all invoices dated on and before June 1, 2025.
       (Invoices dated June 2, 2025 and later will not be included.)

Important Notes & Reminders about Bulk Write-Offs

• Bulk write-off requests can only be submitted by location owners.
• Bulk write-offs cannot be processed for a specific date range. The ClubOS Team can only write off invoices from the past up to and including the date provided in the request.
• Bulk write-off requests cannot be submitted for individual members. These requests will apply to all invoices for all members up to and including the specified date.
• This process does not cancel agreements. You should cancel any agreements that are continuing to generate invoices you do not plan to collect. After the bulk write-off process has been completed, continue monitoring the Unpaid Invoices Report to identify any active agreements that are still generating unwanted invoices, and cancel those agreements as needed.
• Bulk write-offs are permanent and cannot be reversed. Please review your request carefully before submission to ensure all invoices included should be written off.