- Rock Gym Pro has a custom integration with the processor Stripe that allows better rates than the standard Stripe account. Check out the support article RGP Stripe Custom for more details.
- A list of countries supported by Stripe is available at https://www.stripe.com/global
- The following currencies are supported: US Dollar, Australian Dollar, Canadian Dollar, UK Pound, Ireland Euro, Singapore, Hong Kong Dollar, Mexican Peso, and New Zealand Dollar
- Credit debit cards are supported, and most non-US gyms are moving to these instead of direct debit for their billing method since they are fully integrated into RGP.
- Balances on customers can originate as invoices placed on account at point-of-sale OR via monthly dues posted on your billing date at Manage -> Billing -> Post Dues
- Your online Stripe account holds credit card details securely for your RGP customer records. The credit card information is handled and stored only by Stripe, so it's all PCI Compliant and the sensitive information is stored locally within RGP or your local MySQL database
- You are encouraged to watch the general (although somewhat outdated…) online tutorial video on Billing with RGP. The same general principles apply for Stripe billing
- You must be signed up for an RGP Paid Plan - Standard, Plus, or Premium
- You need an RGP Stripe Custom credit card processing account. Reach out to firstname.lastname@example.org to create and link your free Stripe Custom account.
What You Can Do
- Bill your customer balances and membership dues via Mastercard, Visa, American Express, or Discover cards… including the debit version of these cards (but direct debit is not supported by Stripe)
- Securely store these credit card details at Stripe on behalf of your customer records in RGP
- Use Stripe billing in conjunction with any existing ACH mock/simulated billing you may perform in RGP for third-party direct debit processing. Specifically - some of your customer records can be configured for credit card billing via Stripe/RGP and then all the other customers can be billed as they are now with a mock/simulated billing export from RGP.
How to process mock/simulated billing (Video)
- Partial refunds of Stripe payments are supported when the payment spans multiple RGP invoices. This means you can refund a specific invoice in RGP and the payment will be partially refunded.
What You CANNOT Do
- Direct debit is not supported by Stripe. Debit credit cards are supported provided they are a Mastercard, Visa, American Express, or Discover debit card
- You cannot partially refund an individual RGP invoice. As outlined above, you can partially refund a payment when the payment spans multiple invoices.
- You cannot issue credits to a stored credit card at Stripe. This is a limitation of Stripe for security/fraud reasons. You can issue “credits” within RGP that can be accumulated and charged along with any subsequent monthly balances.
- For multigym installations, the credit card information is NOT transferred between gyms when a customer is transferred.
Go to Data Entry -> Manage -> Settings -> Payments and Billing and set up the Stripe billing gateway as shown below. Click Configure and make sure your Stripe is configured. If you get an error when you press CHECK STRIPE CONFIGURATION be sure to follow the steps outlined in the Stripe details above.
You must have sent us your Stripe test keys and received the “connection link” for the configuration to be complete.
Assigning Credit Cards to Customers
Use the CHANGE CARD button available within the customer’s record in RGP. Once a card is stored, you can later change just the expiration date with the CHANGE EXP date button.
Balances are changed in Data Entry -> Billing as shown below.
Important Operational Note: You can charge balances anytime you want. For instance, you might charge balances periodically to retry declined payments… or because your members have placed items on account. You only POST DUES (which generates monthly member invoices) once a month.
Invoices and payments processed by Stripe can be refunded directly in RGP using the following buttons. DO NOT REFUND PAYMENTS DIRECTLY VIA THE STRIPE DASHBOARD! Always use the integrated buttons within RGP to allow tracking within the RGP database.
Managing and Assigning Dues
Dues are configured within Data Entry -> Manage -> Settings -> Memberships. Dues can be assigned to customers on the customer’s Membership Tab within their customer record.
SALES TAX: If your monthly dues are subject to sales tax, go to Data Entry -> Manage -> Products and edit the Monthly Dues, Prorated Dues, and Membership Freeze products. Mark each product as taxable. When dues are posted each month, sales tax will be added as a separate line item on the invoice assigned to each customer.
On Account Sales
Purchases at point-of-sale can be placed on account using the INVOICE ACCOUNT button when completing a sale at POS. You can configure spending limits with Data Entry -> Manage -> Spending Limits.
IMPORTANT: If you do not configure a spending limit, only managers will see the INVOICE ACCOUNT button.
Stripe Reconciliation Report
There are two items to be aware of when reconciling bank deposits with Stripe:
1) Time zones - Stripe deposits are based on UTC time
2) Fees - Stripe deducts fees as part of the deposits, hence their deposits won’t match your z-outs in RGP.
To assist with the reconciliation, you can use the Stripe reconciliation report available in Data Entry -> Reports -> General Reporting
How The Integration Works
When you store a credit card for a customer in RGP, behind the scenes RGP is creating a customer record at Stripe and attaching the credit card number to that Stripe customer. Effectively, this Stripe customer is an alias for the credit card. When you run billing RGP tells Stripe to charge that amount to the customer ID's vaulted token. When a card is updated on a customer's account and a new token is added and replaces the previous one.
Saved payment method details can continue to work even if the physical card has been replaced by the issuing bank. Stripe works with card networks and automatically attempts to update saved card details whenever a customer receives a new card (e.g., replacing an expired card or one that was reported lost or stolen). This allows your customers to continue using your service without interruption and reduces the need for you to collect new card details whenever a card is replaced.
Automatic card updates require card issuers to participate with the network and provide this information. It is widely supported in the United States, allowing Stripe to automatically update most American Express, Visa, Mastercard, and Discover cards issued there. International support varies from country to country. It is not possible to identify which cards can be automatically updated.