Checklist template

Membership billing and cash controls for fitness centers

A ready-to-use checklist with 113 items in 6 sections, covering Payments, Adjustments, Refunds, Cash drawer, Reports, Deposits. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 113 Items
  • 90 Yes / No checks
  • 6 Scored ratings
  • 120 Points

Use this template How audits work

1. Payments 20 items

  1. Every payment taken at the desk is posted in the membership system at the moment it is taken Yes / No 1 pt
  2. A system receipt is given for every cash payment Yes / No 1 pt
  3. Card and bank account numbers are not written on paper, sticky notes or in emails Yes / No 1 pt
  4. Paper payment authorizations used during a system outage are locked up, then shredded once entered Yes / No 1 pt
  5. Keying in the number of a card presented in person requires a manager's approval Yes / No 1 pt
  6. Each employee signs in to the membership system with a personal user ID Yes / No 1 pt
  7. The membership system locks when the desk is left unattended Yes / No 1 pt
  8. Changes of billing method carry the member's signed or in-app request on the account Yes / No 1 pt
  9. A payer who is not the member has a signed authorization on the account Yes / No 1 pt
  10. The list of declined and returned payments is worked daily, with contact attempts noted Yes / No 1 pt
  11. Past-due members are stopped at check-in until the balance is paid or the billing is updated Yes / No 1 pt
  12. Every check-in override of the last 7 days has a reason noted Yes / No 1 pt
  13. Check-in overrides in the last 7 days Number
  14. Paid-in-full memberships sampled show a payment equal to the system price for the term Yes / No 1 pt
  15. Personal training packages are paid through the membership system, never directly to a trainer Yes / No 1 pt
  16. Training sessions delivered are redeemed in the system against a paid package Yes / No 1 pt
  17. Paid guest check-ins on a sampled day equal the day passes sold that day Yes / No 1 pt
  18. No employee takes member payments through a personal payment app Yes / No 1 pt
  19. The card terminal is inspected for tampering on the company schedule and the check is logged Yes / No 1 pt
  20. Control over how payments are taken and posted Rating
    • Every sampled payment posted and receipted 5 pts
    • Posted, with receipts or notes missing 3 pts
    • Payments taken outside the system 1 pt

2. Adjustments 20 items

  1. Changing the dues rate of an existing agreement requires a manager-level login Yes / No 1 pt
  2. Every rate change of the last 30 days has a note giving the reason and the approver Yes / No 1 pt
  3. Every waived enrollment, annual or late fee has a reason code and an approver Yes / No 1 pt
  4. Fee waivers in the last 30 days Number
  5. Value of fees waived in the last 30 days (dollars) Number
  6. Write-offs of past-due balances are approved at the level set by company policy Yes / No 1 pt
  7. Credits posted to member accounts in the last 30 days have supporting notes Yes / No 1 pt
  8. Every freeze sampled has the member's request on file Yes / No 1 pt
  9. No account is frozen without an end date Yes / No 1 pt
  10. Each complimentary membership has a named approver Yes / No 1 pt
  11. Each complimentary membership has an expiry date Yes / No 1 pt
  12. The complimentary list holds only categories allowed by company policy (employees, trade agreements, promotions) Yes / No 1 pt
  13. No employee has adjusted their own account or a family member's account in the sample reviewed Yes / No 1 pt
  14. Changes of billing date have a note with the member's request Yes / No 1 pt
  15. Promotion codes added after the sale date are approved by a manager Yes / No 1 pt
  16. Cancellations are entered on the day of the request, with the member's request attached Yes / No 1 pt
  17. Backdated cancellations are approved by a manager Yes / No 1 pt
  18. Downgrades of tier sampled carry the member's request Yes / No 1 pt
  19. The adjustment report is reviewed weekly by someone who did not enter the adjustments Yes / No 1 pt
  20. Documentation of the adjustments sampled Rating
    • All with reason and approver 5 pts
    • Most documented 3 pts
    • Few documented 1 pt

3. Refunds 18 items

  1. The membership system requires a manager's approval to issue a refund Yes / No 1 pt
  2. Refunds go back to the payment method used for the original payment Yes / No 1 pt
  3. No payment made by card or bank draft was refunded in cash Yes / No 1 pt
  4. Every refund of the last 30 days has a reason and the member's request on file Yes / No 1 pt
  5. Refunds above the limit set by company policy were approved by the district or regional manager Yes / No 1 pt
  6. No refund in the sample was approved by the employee who took the original payment Yes / No 1 pt
  7. No refund in the sample went to a card other than the one on the member's account Yes / No 1 pt
  8. The member signed for each cash refund Yes / No 1 pt
  9. Retail returns are accepted with the receipt and the item Yes / No 1 pt
  10. Same-day voids are approved by the manager on duty and the void slip is kept Yes / No 1 pt
  11. Refunds issued in the last 30 days Number
  12. Value of refunds issued in the last 30 days (dollars) Number
  13. Voids in the last 7 days Number
  14. Prorated refunds on cancellation show how the amount was calculated Yes / No 1 pt
  15. Chargeback notices are answered before their deadline with the signed agreement and check-in history Yes / No 1 pt
  16. Chargebacks open today Number
  17. Refunds by employee are reviewed monthly by the general manager Yes / No 1 pt
  18. Control of refunds and voids Rating
    • Approved, documented and reviewed 5 pts
    • Approved but poorly documented 3 pts
    • Refunds issued without approval 1 pt

4. Cash drawer 20 items

  1. The drawer starts each day with the float set by company policy Yes / No 1 pt
  2. The opening count sheet is signed by the employee who counted the drawer Yes / No 1 pt
  3. Drawer over or short when counted during this visit (dollars) Number
  4. The variance found is within the tolerance set by company policy Yes / No 1 pt
  5. Each handover of the drawer between employees is counted and signed Yes / No 1 pt
  6. The drawer is closed between transactions and its key is not left in the lock Yes / No 1 pt
  7. The drawer holds no personal money, IOU or cashed personal check Yes / No 1 pt
  8. Cash above the drawer limit set by company policy is dropped into the safe Yes / No 1 pt
  9. Each cash drop is recorded with two sets of initials Yes / No 1 pt
  10. Every no-sale drawer opening is logged with a reason Yes / No 1 pt
  11. No-sale drawer openings in the last 7 days Number
  12. Large bills are checked with a counterfeit pen or detector Yes / No 1 pt
  13. The over and short log is complete for the last 30 days Yes / No 1 pt
  14. Repeated variances by the same employee have a documented follow-up Yes / No 1 pt
  15. The closing count is entered before the employee sees the system's expected total Yes / No 1 pt
  16. Petty cash on hand plus receipts equals the fund amount set by company policy Yes / No 1 pt
  17. The change fund in the safe is counted weekly Yes / No 1 pt
  18. The safe is locked when not in use Yes / No 1 pt
  19. Date the safe combination was last changed Date
  20. Cash drawer control Rating
    • Counts, drops and logs all in order 5 pts
    • Counts done, logs incomplete 3 pts
    • Unexplained variances or no counts 1 pt

5. Reports 17 items

  1. The daily close report is saved and signed by a manager for each of the last 7 days Yes / No 1 pt
  2. Daily totals by tender agree with the card terminal batch and the cash count Yes / No 1 pt
  3. The card terminal batch was settled on each of the last 7 days Yes / No 1 pt
  4. The exception report (waivers, refunds, voids by employee) is reviewed weekly and initialed Yes / No 1 pt
  5. The summary of the last billing run was reviewed: accounts billed, payments returned, amount collected Yes / No 1 pt
  6. Returned payments in the last billing run (%) Number
  7. Members past due today Number
  8. Accounts past due beyond the period set by company policy were sent to collections or cancelled Yes / No 1 pt
  9. The report of active members with no payment method on file was reviewed this month Yes / No 1 pt
  10. Active members with no payment method on file Number
  11. User accounts of former employees are deactivated in the membership system Yes / No 1 pt
  12. Front desk user roles cannot issue refunds or change dues rates Yes / No 1 pt
  13. Commission reports agree with the sales recorded in the membership system Yes / No 1 pt
  14. No commission was kept on a sale cancelled within the clawback period Yes / No 1 pt
  15. Training sessions redeemed agree with the sessions paid to trainers for the last pay period Yes / No 1 pt
  16. Findings of the previous billing and cash audit have been corrected Yes / No 1 pt
  17. Use of control reports by management Rating
    • Reviewed on schedule with follow-up 5 pts
    • Reviewed without follow-up 3 pts
    • Not reviewed 1 pt

6. Deposits 18 items

  1. Cash deposits are prepared at the frequency set by company policy Yes / No 1 pt
  2. Each deposit is prepared by one employee and verified by a second, with both signatures Yes / No 1 pt
  3. The deposit slip amount equals the cash on the daily close report Yes / No 1 pt
  4. Deposits are sealed in numbered tamper-evident bags and the bag number is recorded Yes / No 1 pt
  5. Deposits are kept in the safe until they leave for the bank Yes / No 1 pt
  6. Bank runs are made at varying times of day Yes / No 1 pt
  7. The deposit bag is carried to the bank out of sight, in an unmarked bag Yes / No 1 pt
  8. The armored carrier's pickup log is signed for each pickup, where a carrier is used Yes / No 1 pt
  9. Bank-validated receipts are attached to the daily close for each deposit of the last 7 days Yes / No 1 pt
  10. Deposits reached the bank within the number of business days set by company policy Yes / No 1 pt
  11. Cash in the safe awaiting deposit (dollars) Number
  12. The deposit log has no missing day Yes / No 1 pt
  13. Deposit discrepancies raised by head office or the bank have a written answer Yes / No 1 pt
  14. Checks are stamped "for deposit only" when received Yes / No 1 pt
  15. Date of the last bank deposit Date
  16. Name of the manager on duty Short text
  17. Overall control of billing and cash Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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