Meet Billing

Navigate to the meet you wish to access billing for and go to the BILLING tab.

Note: You will need to first make sure you have financial permissions. If you do not, you will be unable to complete this task.

General Questions

• Can coupons be applied to an invoice?
  • No, you will just have to manually adjust the members invoice (adding an item to decrease the amount - see below)
• How can I run reports for the meets billing?
  • You can always come to the meet billing page here to see the status of billing or export it as a CSV file (spreadsheet format) OR you can run a financial report and search just for this meet in the report. (see financial reports article for help)
• Will I be notified if there are any issues with billing?
  • Yes, you will have a notice if any members have a failed or past due notice on their meet bill from with Invoice Report under your PAYMENTS menu. We recommend checking this report regularly.
• If an athlete is not registered for any events or relays, why are they on my billing list and have an amount?
  • Because they committed to the meet, the system prepares for their billing by calculating your team fees and any surcharges from the meet. If you do not to include them, either remove them from the meet or do not run any billing for them.
• Do I have to run billing?
  • No, you do not have to run billing if you intend to collect some other way or not to collect at all.
• What if I have other issues with billing in meets?
  • Just contact us at team@commitswimming.com, we'll be happy to help out!

Regular Invoicing

If you elect to run your team's billing immediately, but sure your team doesn't have "Roll-up Invoice Items" turned on under TEAM SETTINGS) then follow the steps below.

You'll select all the members you wish to generate their billing for and select GENERATE DRAFTS.

This will change everyone's status to "DRAFT"

If you have the members pay the processing fees (under your TEAM SETTINGS) their total amount will update based off the member's default payment method. (If no method exists, it will use the credit card fees - the highest processing fee)

If you do not pass the fees on to your members, those fees will not be included in the total amount.

In this example we will be including processing fees

When you have siblings, their costs will be lumped together into one invoice.

This indication is made with a symbol next to their invoice status, that means it is linked with another athlete.

In this example, these three siblings are all included on one single invoice for a total of $255.92 that the family will pay.

Please do not confuse this with all three members are being charged $255.92 each.

If you need to delete an invoice or add an item you can click the ACTIONS button on a members invoice:

or when you have multiple members selected you can use the top bar actions items to do this:

Deleting the invoice will delete the draft and allow you to generate the draft again at a later date.

Adding the invoice item will allow you to increase or decrease the amount:

To increase add one or more invoice items:

To decrease add a negative amount:

When you are ready to run your billing, you have two options:

AUTOCHARGE

This will allow you to immediate finalize the draft invoice and charge the members default payment method.

SEND INVOICE

This will finalize the invoice, but send it to the member in an email. They will then have to pay for the invoice using the link in the email OR log in to their Commit account and pay for the invoice from their payments menu.

You can make these choices on an individual members invoice:

Charge will autocharge.

Send will send an invoice.

Or you can select multiple members at once and use the top bar options:

"Finalize & autocharge invoices" will autocharge.

"Finalize & email invoices" will send an invoice.

If you choose to send the invoices, you can choose to come back later and charge the member - but you have to do this individually.

You can also choose to VIEW, VOID, RESEND, or MARK AS PAID for any open invoices.

As the invoices are paid, the status will change to PAID with a link to view the invoice it was included on. If anyone is paying by ACH or Bank Transfer - their status may show as "PENDING" for a few days while it processes with the bank.

If you do not want to run the billing now, but wish to have it roll up into the member's future billing, please DELETE the invoices BEFORE you finalize them, change your team settings (you can turn it back off right after you run the billing for your meet if you want), and then come back here to run the billing following the steps below.

Rolled-up Invoicing

If you elect to run your team's billing with rolled-up invoice items (under TEAM SETTINGS) this means the billing will not run immediately - but instead will be billed with the member's next billing cycle, or if they do not have a regular billing cycle it will charge on the first of the upcoming month.

You'll select all the members you wish to generate their billing for and select GENERATE DRAFTS.

This will change everyone's status to "ROLLED UP"

You will see this show up under someone's billing account (just click their name) in the ROLLED UP INVOICE ITEMS section.

If you need to delete an invoice or add an item you can click the ACTIONS button on a members invoice:

or when you have multiple members selected you can use the top bar actions items to do this:

Deleting the invoice will remove the rolled up items and allow you to generate the draft again at a later date.

Adding the invoice item will allow you to increase or decrease the amount:

To increase add one or more invoice items:

To decrease add a negative amount:

As the invoices are paid, the status will change from ROLLED UP to PAID with a link to view the invoice it was included on.

For an individual member, if you want to run their bill right away - you can go into their billing account and select the option to INVOICE PENDING ITEMS NOW.

If you do not want to run rolled up invoices, please DELETE the invoices, change your team settings (you can turn it back on right after you run the billing for your meet if you want), and then come back here to run the billing following the steps above.

If you have any issues or questions, please contact us at team@commitswimming.com