A local firm's lunchtime yoga
A local firm pays for its staff to come to your lunchtime classes, plus an on-site session in their office every other Thursday. The agreement is a set number of visits a month, with extra visits charged per head. Staff book with personal accounts and tell the desk they are 'with the company'.
At month end, you scroll through the booking system, find names you think work there, add up the visits, add the on-site sessions and write an invoice. The firm's finance team replies asking for a breakdown by employee. Two people on your list left the firm months ago and have been using the corporate rate ever since.
Why corporate accounts get messy
Booking systems are built around individual clients. A company account, where one organisation pays for many people's visits under an agreement, is either not supported or supported as a workaround such as a shared discount code.
Employers want invoices that match their purchase orders and show who attended. Staff want to book like any other client. Your studio wants to be paid on time for what was used. These needs sit in three different places.
Staff also leave companies. Without a way to confirm who is eligible, the corporate rate quietly keeps going.
What informal corporate deals cost
| Weak point | Impact |
|---|---|
| Staff identified by word of mouth | Visits missed or wrongly billed |
| Invoices built by hand | Delays and queries from finance teams |
| No eligibility check | Former employees on the corporate rate |
| On-site sessions tracked separately | Sessions forgotten on the invoice |
| No usage report for the employer | Harder to renew the agreement |
Corporate accounts can be steady, predictable income for a studio. They are also the first thing an employer cuts if they cannot see the value, so a clean usage report is part of keeping them.
Company accounts that bill themselves
We add a company layer to your booking system and connect it to your accounts software.
- Each company has an account with its agreement: included visits, the rate for extras, on-site sessions and billing contact.
- Staff join by verifying a work email address. Their bookings are tagged to the company automatically.
- Eligibility is rechecked at intervals, by a fresh email verification or a staff list from the employer, so leavers drop off.
- On-site sessions are scheduled in the same system, with attendance recorded by the instructor.
- At month end, an invoice is drafted in Xero or QuickBooks with usage against the agreement, and a breakdown by employee or by team if the employer wants it.
- Employers get a monthly usage summary they can share internally.
What you share with an employer about individual staff attendance is a privacy decision. Some employers only want totals. We build to the level you and the employer agree.
The cases that need a rule
- A staff member who also has their own personal pack: bookings are billed to the company first, until the included visits run out.
- An employer with several offices near your different sites: one account, usage split by location.
- Mid-month changes to the agreement: the new terms apply from the date you set.
- Staff who bring a partner or friend: guests pay as normal clients unless the agreement says otherwise.
Month end with company accounts
Invoices are waiting in draft, with usage already counted. You check and send them. Employers stop asking for breakdowns because the breakdown is attached. Leavers no longer use the corporate rate.
- Staff booked and billed to the right company
- Invoices that match the agreement
- Eligibility checked, not assumed
- Usage reports employers can use to renew
Does this describe your corporate work?
- Corporate clients are tracked on a spreadsheet.
- Staff tell the desk which company they are with.
- You build corporate invoices by hand each month.
- Employers ask for breakdowns you struggle to produce.
- You suspect some people use a corporate rate they no longer qualify for.