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 beyond the registration period, or you’re a year round team that needs to bill monthly dues and meet fees. This comprehensive guide is designed to take you through the entire setup process ensuring your billing works exactly how you like and maximizes your cash flow.
Depending on the complexity of your team fee structure it may take awhile to get everything setup, but once you do, you’ll find managing your billing to be far easier. As you go through this, if you have specific questions or scenarios we don’t cover, feel free to contact TeamUnify Support by clicking the red question mark in the lower right corner of your SwimOffice website and we’ll be glad to help.
There are several things to consider and understand before starting the process.
Adding the ability to accept credit card and ACH payments is one of the best things you can do to ensure timely payments and maximize cash flow. You have the option of offering payment by Visa, Mastercard, Discover, and ACH (a.k.a. bank draft).
We offer electronic processing exclusively through C&H Financial Services. Please contact firstname.lastname@example.org for rates and information and we’ll get the approval process started which takes 1-2 weeks.
Although you can add electronic processing at any time, the sooner you add it the sooner you can stop chasing people down for checks and have timely payments.
SwimOffice uses accrual based accounting rather than cash based accounting. You won’t deal with this much while setting up, but it basically means payments are applied only to an account’s total balance and never specific invoice items.
If you use QuickBooks for your team’s accounting we have good news—SwimOffice can produce a QuickBooks IIF file each month that you can import into QB. It works with the desktop version of QB only; it does not work with the online version. See our QuickBooks Integration Guide if you plan to do this; it’s vital to ensure the chart of accounts in SwimOffice and QB match.
As you setup your Billing System, if you also use our Online Registration system you will need to constantly keep in mind what fees you will charge in each. If you charge a fee in Registration, make sure not to charge the same fee in Billing and vice versa.
If you use our TULessons module, all finances billed and collected there are completely separate from those for the team in the Billing System. We will not cover anything to do with TULessons here.
SwimOffice is designed to track income for your team and not expenses such as payroll. You will need to use other programs for those type of things.
Recurring fees and Invoices are always generated on the 1st of each month shortly after midnight. For those accounts setup for Auto Pay, credit card charges and ACH drafts are instantiated right after invoices are generated on the 1st, except when the 1st falls on a Sunday or some holidays, in which case they are instantiated on the 2nd. These dates are non-changeable, however, you can set recurring fees to generate any months you want, such as quarterly.
We will cover this again at the end, but once you have everything setup please email email@example.com that you are ready to “go live” (assuming your billing system is not already active). If you do not do this then the system will not generate invoices nor charge credit cards and ACH accounts on the 1st.
With those concepts covered, let’s move on to our first topic, Groups setup.