Billing and collecting money is your team's lifeline. We also know that it's one of the toughest tasks that any team faces.
All your families will input their bank account or credit card information privately into their own accounts. When inputting this information it is done under a HTTPS secured connection and the data is 128-bit encrypted. Not even the family can log back in and see their own credit card information.
Within 24 to 48 business hours every family’s money, that is paying you via credit card, will be in your swim team’s bank account. Also on the 1st of every month* under the Billing Admin > Reports tab on the left hand side you will be able to see a breakdown of these transactions and if they were approved or denied. These transactions will be reflected in the TU system on the 1st of the month* within each family's account.
For every family that is paying you via ACH the process will be initiated on the 1st of every month*. This transaction can take 5-7 business days (sometimes up to 10) starting on the first business day of the month (PLEASE NOTE – first business day. If the 1st falls on a weekend the processing begins on Monday or if the 1st falls on a holiday the same scenario applies). You will see another column in the Billing Admin > Invoices & Payments section labeled “CC/ACH Status.” Here you can monitor the status of these transactions.
The money will show up in your account prior to SwimOffice indicating the process is complete. Here is a breakdown of the process.
Once that process completes it will be fully reflected in SwimOffice based on the status of the transaction and the families’ accounts.
Within Team Admin > Account/Member Admin section you can use Customize Filters > Pay Method filter where you can select “Credit Card” or “ACH” and click Done to see how many families have set up auto pay. You can also select “Check” to see who hasn’t set up auto pay. You can also use the "Pay by" filter in the Billing Admin > Invoices & Payments section to do the same thing.
For every family that is paying you electronically their total outstanding balance on the 1st of every month* will either be charged to their credit card or the processes to be withdrawn from their bank account will begin with the total outstanding balance.
There is an Expiring Credit Cards button in Billing Admin > Invoices & Payments. Click it to run a report at any time to see if cards have expired in the system. An email will also be sent on the 15th of every month stating whose cards have expired (sent to the address defined in Billing Admin > Billing Setup > "Billing Admin E-Mail Address" field) and the family will also get an email asking them to update the information in the system.
Account holders will typically receive the refund in 2-3 business days. The processing fee is $0.30 per transaction.
*The exception to auto pay running on the 1st is if the 1st falls on a Sunday. When that is the case, auto pay will be initiated on the 2nd of the month. Invoices will always be generated on the 1st.