Billing: Only charge late fees to active/suspended accounts

SwimOffice Admin - Super User

By default, SwimOffice charges late fees to ALL accounts with an outstanding balance, including canceled/hidden ones. Our reasoning is that they still owe the money and should continue to accrue late fees until they pay it, regardless of their account status. If they are long gone and will likely never pay their balance, we encourage you to create a credit in their account against the outstanding items to reduce their balance to zero so you can write off what they owed.

For teams who do not want non-active accounts (or at least canceled/hidden accounts) to continue accruing late fees, we offer a way to accomplish that.

  1. In the side menu click Billing Admin > Billing Setup.
  2. Scroll down to Due Date and Late Fee Charge Set-up.
    Late fee settings
  3. Next to Limit late fees to only accounts that are, check the Active and/or Suspended checkboxes.
  4. Click Save Changes.

Now late fees will only be generated for accounts with the statuses you selected.

See Also
Set billing due date and late fee
Create or add a New Credit invoice

Billing Setup

  1. Billing: Billing Quick Start Guide
  2. Billing: Billing System is not active warning message
  3. Billing: Sign up/apply for electronic ACH/credit card processing
  4. Billing: ACH/credit card fees charged to team
  5. Billing: Email account automatically when credit card fails
  6. Billing: Add/create chart of accounts (CoA)
  7. Billing: Track and show income by Roster Group
  8. Billing: QuickBooks TeamUnify Integration Guide
  9. Billing: Set billing due date and late fee
  10. Billing: Create/add/edit Billing Groups
  11. Billing: Can't delete a Billing Group
  12. Billing: Can't delete a Sub Billing Group
  13. Billing: Do not charge dues for specific months
  14. Billing: Add/edit/delete individual recurring account charges
  15. Billing: Multi Athlete Discount by dollar amount for recurring billing
  16. Billing: Amount charged on the 1st for CC/ACH
  17. Billing: Apply credit card/ACH transaction fee/surcharge automatically
  18. Billing: Allow parents to make on demand credit card payments
  19. Billing: Seasonal team ONLY - Billing Groups
  20. QuickBooks: Will customer (account) data be loaded from the IIF file?
  21. Billing: View when an account added or updated their credit card/ACH
  22. Billing: Recurring charge vs. non recurring charge
  23. Billing: Purpose of Board Members / Coaches FREE Billing Groups
  24. Billing: Can't enter information into billing system
  25. Billing: GST (Goods & Services Tax for AUS only) - implementing & reporting
  26. Billing: Multi Athlete Discount by percentage for recurring billing
  27. Billing: Payment Manager set up / Payment Option Settings
  28. Billing: ACH setup and verification by families
  29. Billing: Disable/remove option to pay by check/mail payment
  30. Billing: Only charge late fees to active/suspended accounts
  31. UK Billing: Set up electronic payment processing
  32. Billing: Automatically send monthly invoices

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