Randy Dod
Presented By:

Randy Dod

Help & Training Producer

So you’re ready to set up monthly or periodic billing on your TeamUnify site. Perhaps you’re a seasonal team that needs to collect money...
 
 

We’ll start with defining what groups to charge different recurring amounts and when. Before diving in it is important to understand the distinction and relationship of different groups...

Your Chart of Accounts (CoAs) are the baseline for the rest of the billing system. They are basically a way to track all your revenue or income categories...

Now that your Chart of Accounts are in place, it’s time to enter the basics of your billing setup...
 
 

This is where we set the recurring prices for everything. Let’s again consider our example scenario...
 

Once you have defined your Billing Groups, Sub Billing Groups, Roster Groups and Locations, and entered your recurring fees, you must now assign your members to these Groups...

Now that you’ve setup your Billing System and assigned all your members to their appropriate Groups, it’s time to check your work to make sure everyone will get charged...

If your team is brand new to the TeamUnify platform but not a brand new team, you likely have accounts who currently owe money...
 
 

With your Billing System completely set up now, let’s go over some of the basics of managing it...

Tips & Tricks

  • Start ensuring your team runs in the black! Don’t hesitate to charge a late fee for unpaid items. Remember you are a business and have many expenses. Use the “Notes on Invoices” tab to add a reminder to please pay their bill in a timely fashion.
  • Don’t allow swimmers to swim if they are 60 days past due and do not deviate from it. Communicate this expectation frequently and ensure you implement it. One way is to restrict meet entries.
  • Accepting checks should also incur a fee to help cover the admin cost of not only the time to manually enter the payments but also the time/money to deposit them into a bank account. Charge an admin fee of $5.00 by filtering on check payers with a balance in the billing system, selecting all and then clicking “New Inv Item” to add the fee.
  • Use the Viewed column in Invoice & Payments to ensure your accounts are looking at their invoices. If not, e-mail those accounts their invoice again. Communication is key to leveraging the system.

What You'll Learn

  • How to activate credit card processing
  • How to set up your Billing Groups, Rosters, and more
  • How to create your Chart of Accounts
  • How Registration fees relate to Billing System fees
  • How to define recurring dues
  • How to create multi-athlete discounts
  • How to ensure everyone will get charged what you expect
  • How to enter initial account balances if needed
  • How to manage daily billing tasks and much more...