Billing Manager is the ledger that allows to you choose how and when to charge your accounts.

To set up your billing you will need to create or specify:

  • The Billing Groups ("who" belongs to a specific type of billing.)

  • Sub Billing Groups (how often the group is charged.)

  • Create a Charge Category (the category of the charge, and the bank used)

  • The Fee Schedule (how much is charged.)

Creating Billing Groups & Sub Billing Groups

Create a Billing Group

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Billing Groups.

  3. Click New Billing Groups.

  4. Define the "Billing Group" by giving it a descriptive name. If you would like to make membership free, select that option.

  5. Click Save.

Create a Sub Billing Group

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Billing Groups.

  3. Click New Sub Billing Group.

  4. Fill out the form:

    • Give the sub billing group a descriptive name.

    • Choose the frequency of the charge:

      • Monthly

      • Annually.

    • Select the issue date.

      • This is the date of the month you'd like the item to be posted to the account ledger.

    • Select the Due Date settings.

      • Use Billing Manager settings.

      • Days after Charge Date - Sets the charge to be delayed for a specific number of days after it's posted.

      • Monthly Roll Up - Sets the charge to be due on a specific day of the month.

  5. When finished, click Save.

Create a Charge Category

Define your organization's Charge Categories.

  1. From the left navigation menu, click Business Tools > Billing Manager.

  2. On the top right corner, click Billing Setup.

  3. Click the Charge Categories tab.

  4. Click Add New.

  5. Fill out the form:

    • Create a descriptive name.

    • Choose the bank account.

    • If desired, create an admin note.

  6. Ensure the charge category is enabled.

  7. Click Save.

Setting up the Fee Schedule

The fee schedule is broken into four separate parts:

  • Tuition Schedule - create and edit a billing group's detailed standard membership fee per sub billing group.

  • Additional Charges - configure additional scheduled charges per account/member.

  • Multi-Athlete Discount Policy - the percent discount applied to total active members.

Create a Tuition Schedule

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Fee Schedule.

  3. Search for your billing group, or click the name from the list.

  4. You are presented with the Billing Group Details -

    • Sub Billing Group

    • Charge Category

    • Description

    • The 1-5th payment amounts.

  5. To edit, click Edit Charge.

  6. For each sub billing group:

    • Select the Charge Category.

    • Select DSC if desired.

    • Enter each charge amount.

  7. When finished, click Save.

Configure Additional Charges Per Account or Per Member

This function allows you to create charges for accounts or members.

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Fee Schedule.

  3. From the top right, under Additional Charges, click either Per Account or Per Member.

  4. Click Add New Charge.

  5. Fill out the form:

    • Enter a descriptive name, the charge category, the amount, and the type of charge.

    • Choose how frequently you'd like this item to be charged.

    • Choose the issue date.

    • Choose the due date.

  6. When completed, click Save.

Create a Multi-Athlete Discount Policy

This discount policy applies towards the Total Per Athlete Charges.

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Fee Schedule.

  3. To the right, under Multi-Athlete Discount Policy, click Edit Discount Policy.

  4. Choose the "Use % discount based on number of athletes" option.

  5. Enter the percentage off for each number of members.

  6. When finished, click Save.

Group Billing Settings & Reports

The Group Billing Settings and Reports tab allow you to choose the:

  • Default Financial Requirements for Events - Restrict declaration to accounts with a certain balance, or age, to those with credit cards or ACH on file.

  • Attendance Financial Notification Settings - Choose to show a notification that a balance is overdue by X number of days within the practice schedule.

  • Remittance information - Set the billing admin, enter check payable address, and the return mailing name and address.

  • Download an Additional Account Charges Report.

To access these settings:

  1. From the left navigation menu, click Business Tools > Group Billing Admin.

  2. From the top horizontal menu, click Settings & Reports.

  3. Fill out the form as desired/required.

  4. When finished, click Save Settings.

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