Payments and dues
Make it easy for members to pay by bank, enroll in autopay, and check their statements. Spend less time chasing balances and give whoever handles the books a clear view of the money.
Members pay by bank transfer by default because it costs the club far less than a card. A card is always there too for anyone who wants one. The card fee is added to that member's invoice as its own line, shown before they pay, so it comes out of the member's pocket rather than the club's.
Turn it on once and dues get paid automatically every year. Members get a heads-up email before every charge and autopay shuts itself off after repeated failures instead of quietly trying forever.
Once enabled, the club sets its own reminder schedule and late payments are chased on that schedule without anyone doing it by hand. You spend less time following up with each household. Reminders ship switched off, so nothing goes out until your club turns them on.
A payment only shows as complete once the bank or card network itself confirms it. Nothing in Swim Ops can mark a payment done early or show a status that has not really happened.
Dues adjustments become credit on the household’s account. Refundable bonds go into a separate check-run queue for staff to approve, send, and mark cleared.
If a bank payment bounces or a card charge gets reversed later the system sorts it out on its own. The balance updates so you can see what still needs attention.
Whoever handles the books can pull real reports any time instead of guessing from a shoebox of receipts. See who owes what right now: how much deposit money the club holds and every credit or refund ever issued.
Once a month is closed the numbers cannot be quietly changed later. Reopening one still happens when it truly must but it always leaves a note showing who did it and why.
Export the general ledger as CSV, alongside aging, bond, check-run, and payout reports. Your bookkeeper can map the ledger export into their accounting system.
Where the money goes
Payments are designed to run through your club’s connected Stripe account. We set up and verify that connection during onboarding, so you can see how dues, processing fees, and payouts work before launch.
A few good questions
No. Payments are designed to run through your club’s own connected Stripe account, and payouts land in your club’s bank account. We set up and verify that connection with you during onboarding.
Bank transfer is the default because it costs the club far less than a card. Anyone who prefers a card can still use one: the card fee is added to that member’s invoice as its own line and shown before they pay, so it comes out of the member’s pocket rather than the club’s.
Payout timing belongs to Stripe and your club’s own Stripe account, not to Swim Ops, so a late payout is a Stripe question. The Payouts report lists every payout with its arrival date and matches it against the member payments behind it, so you can see exactly what landed.
Stripe reports the reversal and Swim Ops updates the invoice and the household’s balance on its own. Nothing is fixed by editing the old record: financial entries are added, never rewritten, so the history shows what happened and what is still owed.
Yes to both. A treasurer or admin can close a month once it has fully ended, which blocks later changes to it. Reopening is deliberately still possible, requires a written reason, and writes an audit-log entry naming who reopened it and why.
Twenty minutes. Bring your real numbers.