Finance

Most club billing is a treasurer with a spreadsheet, chasing parents by text. MyAthlete replaces that with one shared record: the club sets the fees, parents approve them once, and the system handles the rest.

There are two sides to it. Parents get a clear bill. Treasurers get the collection done for them.

1. For parents: what do I owe right now?

Open Finance and you get a straight answer, not a statement to decode:

• Amount due, split clearly: what needs action now (card only, failed, or no direct debit set up) versus what will come out automatically by direct debit. One Review & Pay button for the first group.
• What's coming: This Month, Next Month, and Later this Season — each fee with the athlete's name, date, and whether it's confirmed or an estimate.
• Payment plans: big bills like tours or annual registration show as a plan — for example, 3 of 6 paid, what's left, what's next, and every instalment underneath.
• History you can tap into: the last 12 months by month, broken down by child and by type (squad fees, galas, gear), down to each charge.

2. Approve once. Never get surprised.

Nothing comes out without your permission:

• One approval per fee: approve the squad fee once and monthly bills flow. New fee, new approval.
• Price rises need you again: if the club puts the price up, your approval resets and the higher amount is blocked until you reapprove.
• Dispute in one tap: query a charge and collection freezes while the club looks at it.

3. Two ways to pay, picked for you

Different bills suit different rails. Parents get two options:

• Direct debit: squad fees and regular bills are grouped per family where dates line up. You can ask for the 1st, 10th, 15th, or 25th to match payday, and clubs can honour that per fee — where they do, those bills wait for your day; where a fee is fixed to the club's date, that bill goes on that date, so you can see more than one pull in a month. You get advance notice by email before every pull.
• Card, instantly: gala entries, camp deposits, shop gear — Apple Pay, Google Pay, Visa, Mastercard, iDEAL with instant confirmation.

4. For treasurers: set it once, not every month

The repetitive work lives in reusable fee settings — set them, then let the overnight runs do the billing:

• Monthly dues: pick the months (skip August if you do), the collection day, and the squad. New joiners mid-month are prorated by day automatically.
• Instalments: split a €300 camp into 3 x €100, or milestones like 20% / 40% / 40%.
• One-off bills: save a gala-fee or bus-fee template and raise it for any squads or athletes in a few clicks.
• Discounts apply themselves: sibling tiers (eldest full, 15% off second, 30% off after that), a hard family monthly cap, and volunteer or scholarship rates. Test a rise in a sandbox first to see the exact revenue impact before you publish.

5. Overnight, the system does the chasing

Overnight, the system syncs squad changes, raises charges, checks for gaps, and builds the monthly batch. Advance notice by email before any pull.

Failed pulls are retried automatically. Advance notice emails retry several times over about a day. If delivery still fails, automatic collection is held and the member can pay by card link instead. Each attempt is logged against the member with what was tried, when, and why.

6. One inbox for what needs you

The Action Center lists only the exceptions:

• New joiners needing a full, prorated, or waived fee.
• Missing payers or direct debit mandates.
• Parent queries and failed payments with retry dates.

7. Debt resolution: get old debt paid

Payment links are built for recovering outstanding debt. When direct debit can't collect — a member in arrears, or someone who has left with a balance owing — admins bundle what is owed into one secure link and send it:

• Bundle the arrears: group several overdue items for a member or ex-member into a single link they can pay by card in one go.
• Chase leavers and late payers alike: works for current members behind on bills and for people who have left the club with debt still showing.
• No double-charge: while the link is live the items are locked so they can't be pulled by direct debit as well. They unlock if the link expires unpaid.

8. Refunds and the books

Refunds in one click: back to the card or as credit off the next bill — your choice for shop, gala, or fee refunds. Credit is better for the club as it stays against future bills.

Books an auditor can follow: invoices can't be edited after issue — fixes go through a credit note so every cent traces. Names, VAT rates, and categories are frozen on the bill, so old reports don't shift when squads or tax rates change. VAT and non-VAT wording included, with one-click exports for QuickBooks, Xero, Sage, or CSV.

Getting started: link your bank via Mollie and add your club legal name and address. Until that's done, the finance dashboard tells you exactly what's missing with a Set Up Now button.

9. How this compares

Most club billing is card-only with high fees, or bank transfers tracked by hand. Approvals, discounts, and prorations live in someone's head.

What you need	Typical club setup	MyAthlete Finance
Collecting monthly dues	Re-raised every month, chased by text.	Set once. Collected monthly, credits netted automatically.
Parent permission	Taken as given. Price rises just appear.	Approve once. Rises need re-approval, or they're blocked.
Sibling and cap discounts	Worked out on a calculator.	Applied automatically, shown on the bill, testable in advance.
Mid-month joiners	Spotted late, billed by guesswork.	Flagged overnight. Bill full, prorated, or waive in one click.
Refunds	Bank transfer plus a spreadsheet note.	Back to card or off next bill, in one click, fully logged.
Proving the numbers	Invoices edited in place. History shifts.	Invoices locked. Fixes via credit notes. Audit trail on everything.