Corporate wellness quotes accepted online
How a company accepts a corporate wellness quotation online in the Fitness pack, what acceptance records, and the draft invoice it creates.
By Achekam · · 4 min read · For Fitness businesses in South Africa, Nigeria, Kenya
Launching soon. The Industry CRM add-on described in this article is launching soon. This article describes it as it will work at launch.
An HR manager at a logistics company wants to offer staff gym access as part of a wellness programme. She asks your club for a quote: memberships for a group of employees, a few personal training sessions for the managers, and perhaps a spa voucher for the long-service awards. She will need to show it to her finance director, get it signed off, and send it back.
That round trip is where corporate deals stall. A PDF quote is forwarded, printed, signed, scanned and lost. In the Fitness, wellness & spas pack of Achekam's Industry CRM, the company accepts the quotation on a link instead, and its acceptance sets up the first invoice. This article walks through how that works.
Why plain quotes are not the place to start
Older quote screens in Achekam are not built for this. A business cannot save a plain sales quote on the Billing & Finance or Smart Accounting pages and later turn it into an invoice: quotes there live only in the browser and are lost when the page reloads. If anyone at your club has been preparing corporate quotes there, move to the Industry CRM's quotations, where the quote is kept on the server and the acceptance is recorded.
Building the quote from your own prices
The Fitness pack calls customers Members and keeps Memberships with their freezes, Session packages counted down session by session, and Trials. Its starter catalogue lists joining fees, monthly and annual memberships, personal training, session packages and spa treatments. None carries a price: no starter catalogue item in any industry pack does, so your club sets its own.
Switching the pack on adds its revenue accounts to your chart of accounts. Memberships post to Membership fees (4500), and classes and personal training to Classes and personal training (4550). Each invoice line names the revenue account and product it sells, so a corporate deal's income lands in the right accounts instead of one general sales line.
Price corporate packages deliberately. A rate for a group of members, a joining fee waived or kept, and whether the company or the employee pays are commercial decisions; write them into the quote lines so the HR manager sees exactly what the company is agreeing to.
The link: a typed name and a ticked box
The company receives the quotation as a link. To accept, the person types their name and ticks a box. There is nothing to install and no login to create. When they accept, Achekam keeps their IP address and browser with the acceptance, and the link's token is stored only as a hash.
Send the link to the person who can commit the company's money. If the HR manager must get her finance director's approval first, ask who will click accept, and send it to them.
How much legal weight a typed name carries depends on your country and on what is being agreed. In South Africa, section 13 of the Electronic Communications and Transactions Act, available on Acts Online, sets out when an electronic signature is valid and when the law requires an advanced electronic signature. Nigerian and Kenyan clubs should ask their adviser about their own rules. For a long corporate contract, it is sensible to have the wellness agreement itself signed as well, with the accepted quote as its price schedule.
A sent quote is frozen and changed only by a revision
Once the quotation is sent, nobody can edit it. If the company asks for more employees, a different package or a lower rate, you issue a revision, and the company accepts that instead. The earlier version remains on record as what was first offered.
This matters most when a deal is negotiated over weeks. The company's finance team can be certain the quote they approved is the quote that was accepted, and your club can show exactly which version carried which price.
Acceptance drafts the invoice in receivables
When the company accepts, the acceptance drafts the invoice in receivables. A draft can still be changed or deleted, so check it before it goes out: the company's registered name and tax number, its purchase order reference, and the billing period.
Issuing the draft takes the next number in your sequence and posts the invoice to debtors, sales and output VAT. It can then be e-mailed as a PDF on your letterhead, with a pay link if the company pays online.
Issuing at once needs an administrator's recorded authority
You can have the invoice issued straight away on acceptance, without a person reviewing the draft, but only with an administrator's recorded authority. Think about whether that suits corporate deals. Companies tend to need specific details on invoices, such as an order number that is only raised after the yes. For most corporate wellness quotes, a short review of the draft before issuing is the safer default.
Before the first corporate quote goes out, run through a short list:
- Price the catalogue items you will use for corporate deals, including any group rate.
- Decide which items the company pays for and which the employee pays.
- Agree who at your club may revise a sent quote, and who approves a lower rate.
- Decide whether any administrator should have authority to issue invoices on acceptance.
- Prepare the monthly billing routine the deal will need once it is signed.
Set your corporate prices in the catalogue, decide who may issue on acceptance, and send the next corporate quote as a link. For everything the acceptance records, see what is recorded when a customer accepts a quote. For the monthly invoices that follow, read billing a company for its staff memberships, and for pricing the catalogue, see pricing the unpriced catalogue.
General guidance only, not advice on your own circumstances. Tax and payroll rules change: check the current position with the authority or your adviser.
