Prevent payment arrears with the new AppyBee Paywall

Outstanding invoices cost you more than just money; they also take up a lot of time. You have to send payment reminders, check which customers have already paid, and sometimes manually block access to your facility or classes.

With the new AppyBee Paywall you can automate this process. Customers with an outstanding invoice can—after a grace period you define—be automatically blocked from accessing your facility, making new bookings, or both. As soon as all outstanding invoices are paid, the block is automatically lifted.

This allows you to stay in control of your payments without having to manually check every customer.

What is the AppyBee Paywall?

The AppyBee Paywall is a smart setting that lets you decide what happens when a customer fails to pay an invoice on time.

You set up the Paywall once via the AppyBee billing settings. It is then automatically applied to all customers within your business.

You can choose from two types of blocks:

• Block access to the facility
• Block new bookings

You can enable one of these options or combine both.

Important to know: the AppyBee Paywall works at the invoice level. The block is therefore activated when an invoice remains unpaid for longer than the set grace period.

Decide for yourself when a customer is blocked

Not every failed payment needs to lead to an immediate block. A payment might be delayed, for example, or a direct debit might temporarily fail.

That is why you decide for yourself how many days an invoice can remain outstanding. We call this period the grace period.

For example, you can set it so that a customer is only blocked after 7, 14, or 30 days. Until the end of this period, the customer can continue to use the app, access, and booking options as normal.

If the invoice is still unpaid after this period, the set block will automatically take effect.

Automatically block access for outstanding invoices

Do you use AppyBee for QR code access control? You can automatically block access to your location for customers with overdue payments.

When a blocked customer tries to open a QR code in the app, it will not be generated. Instead, a clear screen will appear showing:

• A notification that access has been blocked
• An overview of the outstanding invoices
• The invoice number, amount, and invoice date
• A button to pay the invoice immediately
• An option to download the invoice

This allows the customer to immediately see why their access is blocked and what is needed to resolve the issue.

This prevents awkward discussions at the front desk and saves staff a lot of administrative work. You no longer need to manually check if a customer has outstanding invoices before blocking access.

Block new bookings for payment issues

In addition to location access, you can also block new bookings.

A customer with an outstanding invoice can still view the schedule and available group sessions. As soon as the customer tries to make a new booking, the booking will be declined.

The customer will then receive a notification with:

• The reason why booking is temporarily unavailable
• An overview of the outstanding invoices
• The option to pay immediately

Existing bookings are not automatically cancelled. The customer can still view these bookings and cancel them if necessary. The customer can also join a waiting list. The check takes place at the moment a booking is actually made.

This prevents payment arrears from increasing further, while the customer retains insight into the schedule and their existing appointments.

Automatic unblocking after payment

A major advantage of the AppyBee Paywall is that the entire process is automated.

As soon as the customer has paid all outstanding invoices , the restrictions are lifted immediately. The customer can then:

• Generate a QR code for access
• Book new classes or appointments
• Use the available services as normal

This means an administrator does not need to manually unblock the customer. This prevents delays and ensures that a customer can continue immediately after payment.

Does a customer have multiple outstanding invoices? Then all of them must be paid before access and booking capabilities are restored.

Quickly view and pay outstanding invoices

Customers do not have to wait until they encounter a restriction. They can view their invoices at any time in the AppyBee app.

Under the profile, there is an option for Invoices. When there are outstanding invoices, a counter will appear showing the number of invoices that still need to be paid.

From here, the customer can quickly:

• View all invoices
• Identify outstanding invoices
• Download invoices
• Check invoice amounts and dates
• Pay an outstanding invoice immediately

This gives customers constant insight into their payment status. The invoice overview remains easily accessible, even when all invoices have been paid or when no invoices are available yet.

Quick insight into punch cards too

In addition to outstanding invoices, customers naturally want to know how much credit they have left. In AppyBee, customers can therefore quickly view their punch card and check how many classes, visits, or credits are still available.

This makes it easier for customers to track their own usage. They no longer need to call, email, or ask a staff member how many punches they have left.

By bringing invoices, payments, bookings, and punch cards together in one clear app, you reduce the number of administrative inquiries and give customers more control over their own accounts.

Set a custom message for your customers

Every business communicates differently. That is why you can decide for yourself which message a customer sees when access or bookings are blocked.

You can:

• Use one message for all languages
• Write a separate message for each language
• Use the default AppyBee text

This allows you to tailor the message to the look and feel and tone of voice of your gym, studio, club, or other business.

A good notification briefly explains:

1. That there are one or more outstanding invoices
2. Which features are temporarily blocked
3. How the customer can view the invoices
4. That the customer can pay directly via the app
5. That the block is automatically lifted after full payment

This keeps communication clear and professional, without your staff having to chase every payment themselves.

Less paperwork and faster invoice payments

Resolving payment issues usually requires a lot of manual work. Staff have to check outstanding invoices, contact customers, adjust access, and verify whether a customer can be readmitted after payment.

The AppyBee Paywall automates these exact steps.

This offers several benefits:

• Outstanding invoices become visible to customers faster
• Customers can pay directly from the app
• Access and bookings can be blocked automatically
• The grace period is fully customizable
• Blocks are automatically lifted after payment
• Staff need to perform fewer manual checks
• Customers can view their own invoices and punch cards
• You reduce the risk of long-term payment arrears

Which businesses is the AppyBee Paywall suitable for?

The Paywall is ideal for any business that works with subscriptions, punch cards, bookings, invoices, or access control.

For example:

• Gyms and fitness clubs
• Pilates and yoga studios
• Dance schools
• Martial arts schools
• Personal trainers
• Wellness and health studios
• Clubs and associations
• Unstaffed sports facilities
• Businesses with QR access

Automatic access control for outstanding invoices is especially valuable for unstaffed or partially unstaffed locations. You no longer need to be physically present to consistently enforce payment terms.

Stay on top of outstanding invoices with AppyBee

With the AppyBee Paywall, you combine invoicing, payments, bookings, and access control into one automated process.

You decide how many days you give your customers to pay an outstanding invoice. After that, AppyBee can automatically block access to your location, new bookings, or both.

Customers can immediately see which invoices are still outstanding and pay them directly via the app. As soon as all outstanding invoices are settled, the customer is automatically unblocked.

This allows you to resolve payment issues faster, reduce administrative work, and provide customers with easy insight into their outstanding invoices and credit balance.

Want to discover how AppyBee can automate your invoicing, bookings, and access control? Schedule a no-obligation demo and experience for yourself how AppyBee can support your business.

‍