The MyAthlete Finance Engine represents a radical departure from the simple "invoicing" plugins found in legacy swim software. It is a forensic-grade Financial ERP built on a Temporal State Machine architecture, offering Autonomous Financial Governance.
1. The Architectural Core: The Temporal Ledger
The most significant architectural choice in MyAthlete is the transition from a standard "snapshot" database to a Double-Entry Temporal Ledger.
- Immutable Integrity: Unlike legacy systems where an admin can "edit" or delete an invoice (destroying the audit trail), MyAthlete's ledger is immutable. You cannot delete a debt; you must issue a Credit Note or a Void transaction. Every cent is permanently traceable.
- JSON Pricing Audit Logs: When a parent asks, "Why is my bill exactly €42.50?", they (and the Treasurer) can click a button to view the underlying JSON audit log. This shows the exact mathematical breakdown of sibling discounts, prorations, and surcharges applied at the exact second the bill was generated.
The SquadLog Pro-Rating Model
Because the system understands time, it uses SquadLog to track athlete movements with daily precision. If a swimmer moves from the Silver Squad to the Gold Squad on the 14th of the month, the system automatically calculates the pro-rated difference without requiring a manual credit from the Treasurer. The engine computes this using the following logic:
2. Fee Structures & Consent-Based Architecture
MyAthlete separates the Identity of the family from the Authorization to collect funds. A parent sets up a single PayorMandate (via Direct Debit or Stripe) which acts as a "Universal Pipe." However, no money flows through this pipe without explicit, granular consent.
The Three FeeStructures
Admins can deploy charges using three distinct structures:
- Recurring: Monthly squad fees, annual memberships.
- Installments: A €500 travel camp fee automatically split into five €100 monthly payments.
- One-Offs: Single charges like gala entry fees or club branded swim caps.
Absolute Security: FeeConsents
For every FeeStructure created, the payor must explicitly agree to it. No money can be drafted until consent is logged for that specific product. This happens once per product (e.g., opting into the "Gold Squad Fee"). You do not need to seek consent every month. However, if the Treasurer increases the price of the Gold Squad Fee by 5%, the system automatically suspends billing for that product and re-prompts the parent for a new FeeConsent, preventing accidental or unauthorized charge hikes.
3. Economic Force Multiplier: Intelligent Batching
This is the feature that historically pays for the software itself by eliminating the "Tax on Success."
Legacy systems charge a transaction fee (e.g., €0.30) plus a percentage on every single item. If a family buys a €10 gala entry, a €15 hat, and pays a €60 squad fee separately, the club pays three separate transaction fees.
MyAthlete uses a Daily Sweeper. Throughout the month, it aggregates all "Pending" liabilities into a single Consolidated Batch. By charging €85 once, the club pays a single fixed fee. For a club of 200 members, this batching logic typically saves upwards of €3,000 per year.
4. The Virtual Wallet & Net Settlement
Refunding parents for cancelled galas or overpayments is traditionally an administrative nightmare involving slow bank transfers. MyAthlete solves this with the Family Virtual Wallet.
- Store Credit Issuance: If a gala is cancelled, the refund is instantly issued as Store Credit to the family's wallet.
- Automatic Offset (Netting): The next time the family owes money (e.g., next month's €100 squad fee), the Finance Engine automatically "nets" the wallet. If they have €15 in credit, the system drafts exactly €85 from their bank. The club retains the cash flow, the parent is credited instantly, and the Treasurer does zero manual admin.
5. Smart Targeting & Forecasting
By centralizing Smart Groups, the Finance engine gains "Recursive Intelligence" and predictive power.
Set Theory Targeting
Treasurers can define billing targets using Boolean logic. Instead of manually maintaining a list of who owes a fee, you define the rule: (Gold Squad + Performance Squad) - (Committee Members). As athletes age out or change squads, they automatically enter or exit these billing groups in real-time.
The Crystal Ball: Simulation & Risk
MyAthlete provides "Headlights" for the Committee through advanced predictive services:
- Revenue Risk Analysis: Before a collection run, the system scans mandates and flags parents who have cancelled Direct Debits or have account issues, allowing you to secure revenue before the payment fails.
- The Rule Sandbox: Want to test a 5% fee increase or alter sibling discount caps? Run a Rule Impact Preview. The engine runs a dry-run across all active athletes and gives you the exact revenue increase to the penny, without altering the live database.
6. The Bottom Line: Legacy vs. MyAthlete OS
| Feature | Legacy Standard (e.g., SCM, TeamUnify) | MyAthlete OS |
|---|---|---|
| Proration | Manual "Fix-it" work for the Treasurer. | Autonomous daily-precision via SquadLog. |
| Audit Trail | Mutable invoices (can be edited/deleted). | Immutable Ledger with JSON pricing audit receipts. |
| Transaction Fees | Percentage-based "Tax on Success" per item. | Batched fixed-fees yielding huge annual savings. |
| Refunds | Manual bank transfers. | Automated Virtual Wallet Netting. |
| Forecasting | Historical reports only. | Predictive AI: Revenue Risk & Virtual Sandboxing. |