Collect season fees

A season fee is collected in two moves. When the fees are ready, you ask every family with a balance to pay it, once, in a message that tells them exactly what they owe. After that you chase only the families who fall behind. Finance → Debtors is where both happen.

Anyone with Finance access can send both, so the people you've given Finance can message every family about money. Who can do what on the money overview explains why that's worth knowing before you grant it.

• The season fees are set for each programme in Settings → Modules & Programs, and the club's Balance due date and payment plan splits in Settings → Payments. See Get the club ready to be paid.
• Check Banking → Reconcile first. A family who has sent a bank transfer you haven't confirmed still shows as owing here.

Before any fee has been raised, Debtors reads No outstanding fees, and the steps under it are the order this page follows: confirm each programme's fee, ask families to pay, then chase only who falls behind. Balances appear on the list once they're part-paid or unpaid.

Debtors shows what's outstanding across the club, family by family, aged into Current, 30+ days, 60+ days and 90+ days. The headline also tells you how much of the total is a bank transfer you haven't confirmed yet, so check Reconcile before you chase anyone.

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In the example, eight families owe $6,600 between them, and $900 of that is Megan Larsson's transfer for Finn, waiting to be confirmed. Andrew Muller's balance for Jack was only raised this week, and he hasn't been asked for it yet.

When season fees are ready to collect, Ask families to pay… asks every family with a balance to pay it in Clubhouse.

1. Open Ask families to pay…. Programmes where someone hasn't been asked yet are already ticked. Untick any you're not ready to collect.
2. Check the list. A fee still waiting on Football NSW to confirm its cap is held back until it's confirmed.
3. Tap the button under the list. It counts the requests and totals what they owe, for example Review 1 request · $900.00. Nothing is sent yet.
4. A window opens asking Ask these families to pay? It lists how many families in each programme will be asked, shows one family's notification word for word, and says an email goes to each family too. It also says how many families have no contact on file and will be skipped.
5. Tap Send requests and notify, which counts the families, or Back to change the ticked programmes.

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Each family is only ever asked once, and brothers and sisters share one message. The result lists exactly what went out, family by family: sent, skipped because they'd already been asked, skipped because there's no contact on file, or failed.

For a family with one child the notification reads:

Milan's season fee is ready The remaining $450.00 for 2026 can now be paid in Clubhouse.

A family with more than one child gets Season fees are ready to pay with the family's combined balance. Both come with an email from the club, and tapping through opens the family's fees screen:

1

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Milan's family sees what's left of the fee and the due date, and chooses to pay in full or split it into payments (1), where your settings allow. The price is the same whichever way they pay. Pay your fees and keep the receipts walks through the rest of their side.

For families who've been asked and still owe, Send reminders… opens Send payment reminders: one email to each family with what they owe and a button to pay it. Nothing sends from there. Review 7 reminders opens a window asking Send these payment reminders? It counts the families in each programme, shows one family's email word for word (its subject, then its opening lines) and says how many families are being left out, and why. Tap Send reminders to 7 families to send, or Back to change the list. Once they're sent, the emails can't be taken back.

The reminders leave out anyone who shouldn't be chased:

• families who've told you they've sent a bank transfer
• anyone already reminded today
• families on a payment plan who are up to date
• families asked to pay in the last week
• anyone with no email on file, who is named so you can call them

A season fee waiting on Football NSW to publish its cap isn't aged, counted or chased, because the amount may still change. The note under the Debtors headline gives the total, and the button beside it, such as Show the 4 families, lists who it belongs to: each family once, with brothers and sisters together, and for every player their programme and age group, whether the place is accepted or the offer still open, whether they're on a payment plan, and any deposit already paid. Tap a player to open their Fees tab. Nothing on the list can be chased; those families are asked to pay once the fee is confirmed.

When the fee is confirmed, any family already on a plan built on the club's estimate needs to hear the confirmed amount. Ask families to pay offers Tell families on an estimated plan for that, and Set up a payment plan with a family explains what changes for them.

• Every family with a balance has been asked once, and the result showed no failures.
• The Debtors list is short and mostly Current.
• Nobody on the list has a bank transfer waiting on Reconcile.