Client billing information is the address data that the system needs to issue a payment document (receipt or invoice). This article covers when billing information is required, where clients fill it in, and how you work with it in the admin panel.

When does the system require billing information from clients?

Billing information is required from clients only when both of these conditions are met:

You have Issue payment documents enabled (in Settings > Payments).
And at least one of the following applies:
- You're VAT-registered — the system automatically issues invoices, and a client billing address is mandatory on each one.
- You're a registered business (non-VAT) and you've chosen Invoice as your document type instead of Receipt.

Tip: Not sure which document type you have set up? Check Settings > Payments > Payment Documents. For more details, see Receipt vs invoice.

When is billing information not required?

The system does not ask clients for billing information in these cases:

You don't have payment document issuing enabled.
You're not VAT-registered and you only issue receipts (a simplified document that doesn't include the client's billing address).
The client pays with credits, entries from a pass, or a make-up session — no document is issued for these payment types.
The price variant is free (0).

How clients fill in their billing information

If your studio requires billing information, clients fill it in directly during the purchase or booking process. The address form (street, city, postal code, country) appears as part of the checkout flow — the client can't skip it.

If the client enters an email address that already exists in the system, their previously saved details are pre-filled automatically. They don't need to type everything again.

Personal profile — Billing Information

Clients can view and update their billing address at any time in Personal Info > Billing Information. If they haven't filled in their billing details yet, they'll see a note explaining that some studios may require them for issuing payment documents.

The billing address is stored at the user account level — it's shared across all studios where the client is registered.

What to do in the admin panel when a client has no billing information

If you're adding credits, a pass, or a membership for a client who doesn't have a billing address on file, you'll see a warning. The form is blocked and can't be submitted.

You have two options:

Add the client's billing address — go to the client's detail page and fill it in there.
Continue without an address — click the "I understand, continue without address" button. The form unblocks and you can complete the order. The document will be issued without the client's details. You can add the address later in the client's profile or directly in the order detail.

When creating a booking (class, course, event, appointment), the warning appears once the server detects that the billing address is missing. You can use the same bypass button in this case too.

Hungary: For Hungarian studios required to issue a szamla (invoice), the bypass button is not available. Hungarian tax law requires a real client billing address on every document.

Billing information on orders

When an order is created, the system automatically saves a snapshot of the client's billing information directly on the order. If the client updates their address later, older orders keep the original details — the document always reflects the state at the time of purchase.

Billing address in the order detail

In every order detail, you'll find a Billing Address section. There are two possible states:

Details are filled in — the address the client had at the time of the order is shown. Click "Edit" to change it, but the change applies only to this order.
Details are missing — you'll see the text "No client billing information on this order." with an option to add it. In this case, the details are saved both to the order and to the client's profile.

Collaboration (shared events)

If you share an event with another studio, billing settings always follow the source studio (the one that created the event). A client signing up through a partner studio sees the billing form based on the source studio's settings. This way, documents are issued correctly regardless of where the client registered.

FAQ

Where can a client find their billing address?

In Personal Info > Billing Information after logging in to their account.

If a client changes their address, does it update on older orders?

No. Older orders keep the original billing information. The new address is used for future orders only.

A client is registered at multiple studios — do they need to fill in their address each time?

No. The billing address is stored at the user account level and is shared across all studios.

Why isn't billing information required when paying with credits or a pass?

When a client pays with credits, entries from a pass, or a make-up session, no new payment document is issued — the document was already created when the credits or pass were originally purchased.

Can I always continue without a billing address as an admin?

Yes, except for Hungarian studios. The "I understand, continue without address" button lets you complete the order. You can add the address at any time later.