Billing: Avoid double billing accounts with Online Registration and recurring billing

SwimOffice Admin - Super User

If your program has both the recurring billing system and online registration active it is very important to understand the way they are set up so that you do not mistakenly double bill accounts.

The objective of this article is to make sure you are not double billing your families for monthly or annual dues, per family registration fees, and/or per member registration fees like the USA Swimming registration fee. Please follow these steps to review your system to make sure your team does not fall into the above categories.

Step #1: Review fees in Online Registration setup

Review your Online Registration set up to verify what fees you are collecting.

  1. In the side menu click Team Admin > Registration Admin.
  2. Click the current Registration title.
  3. Click the Fees Setup tab.
  4. Click Next >> (bottom right hand corner).

On this page you will see the fees you will collect through the online registration system. For all the families that have come through this registration so far, you have collected/charged these fees already. Remember this setup, write it down, or take a screen shot to reference later.

If you are running any of your registrations as Event Registrations, you'll need to check those too.

  1. In the side menu click Team Admin > Registration Admin.
  2. Click the Event Registration tab.
  3. Click an active Registration title.
  4. Click the Fees Setup tab.
  5. Click Next >> (bottom right hand corner).
  6. Make note of the fees and repeat for any other active Event Registrations.

Step #2: Ensure same fees are not charged in Billing Setup

Now it's time to review your Billing setup to ensure that you will not be charging the same fees from Step #1 on the next billing cycle. Suppose you are running your registration in August and the next billing cycle is September.

  1. In the side menu click Billing Admin > Billing Setup.
  2. Click the Membership Dues Schedule tab. Here you will see how the dues schedule is set up.
  3. Hover over your sub billing groups which are usually labeled monthly, annual, quarterly, or short course yards and a pop up box will appear showing the months you have these set to bill.
  4. If Sep appears in this box, the invoicing system will generate the fee associated with this group on 9/1. If these same fees are set up to be collected through the online registration system that you reviewed earlier, your team will double bill any family that has walked through online registration and have swimmers that are active and are assigned to this Billing/Sub-Billing group combination in Account/Member Admin.

Step #3: Update Sub Billing Groups if needed

If the above scenario revealed you will double bill your families swim team dues please follow these steps to make the proper adjustments.

  1. Click the General Setup tab near the top.
  2. Under Billing Group Setup click Setup Billing Groups/Roster Groups/Locations.
  3. Click the Sub Billing Group tab.
  4. Click a Sub Billing Group title to modify the months it will bill for (uncheck 09 - September in our example). If only September is checked, you will need to select another month as at least one month must be selected.
  5. Click Save Changes.
  6. Repeat steps 4-5 for any other groups that bill in that month.
  7. Close the window.

Step #4: Ensure same fees are not charged in per Account and Member Charges

Review your Additional Per Account and Additional Per Member Charges to make sure they are not charging the same fees as in Online Registration.

  1. Click the Membership Dues Schedule tab.
  2. Click the Additional Per Account Charges sub tab.
  3. Make sure there are no charges setup here that are also setup in your Online Registration system. You can click the charge name to modify the month these charges are to be billed, or if they are duplicates then you can select the charge by clicking the box next to the charge name and then click Delete, which will remove this charge from the recurring billing system.
  4. Click the Additional Per Member Charges sub tab and repeat the above step.

Step #5: Run Billing Simulation Report to check your work

  1. In the side menu click Billing AdminInvoices & Payments.
  2. Click the Billing Simulation Report button in the middle of this page. This report will show you what the system is going to bill on the 1st of next month.
  3. If this does not look correct to you please review the system again and/or contact TU Support (click the red question mark in the lower right corner of your site) for further assistance.
See Also
Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
Billing Simulation Report

Billing Management

  1. Billing System VIDEO Tutorials
  2. What is Accrual Based Accounting vs Cash Based Accounting?
  3. Warning in the invoice and payments area
  4. Bringing balance forwards or previous balances over to start the billing system
  5. Make, record, enter or add a payment
  6. Billing: Create or add a New Credit invoice
  7. Billing: Additional Per Account Charges
  8. Billing: Additional Per Member Charges
  9. Add or create a new invoice item
  10. Deleting an uninvoiced item
  11. Refund a Credit Balance when refunding by check
  12. Enter a bounced NSF check
  13. Credit Memo versus Credit Refund
  14. Applying the different filters in Billing Admin > Invoices & Payments
  15. How can I see the Account Level recurring charges for all my accounts?
  16. Billing Simulation Report
  17. Billing: Aging Report
  18. How do I print a check register or bank deposit form?
  19. Generating an Un-Invoiced Report
  20. View past invoices / billing history report for accounts
  21. Deposit Report
  22. Billing: Invoices & Payments Overview tab column headers
  23. Billing: Inc & Pay Sum report
  24. Billing: Inc Trans Rpt
  25. Billing: Inv Rpt
  26. Billing: Payment Sum report
  27. Billing: CoA Sum report
  28. Billing: ACH Status - failures and processed amounts
  29. Billing: Rec Inv Sum, credit cards processed
  30. Can I post a payment against a chart of accounts?
  31. Billing: Delete/hide/unhide chart of accounts (CoA)
  32. Billing: Merge chart of accounts (CoA)
  33. Email Billing Summary and best practices
  34. Billing: Email invoices and best practices
  35. Does TeamUnify handle Escrow accounts?
  36. What credit cards are accepted by electronic processing?
  37. ACH and Credit Card Failure
  38. ACH is still pending
  39. Billing: ACH/Credit card FAQs
  40. What do these codes mean when I see the results of an ACH run?
  41. Credit Card and ACH Security
  42. Refunding Past/Historical Credit Card / CC charges
  43. Billing: Credit card expiration failure and report
  44. Refunding on demand or Credit Card /CC payments
  45. Billing: Delete an Account's credit card or ACH information
  46. Billing: On demand charges and payments for Admins
  47. Do NOT active accounts with a CC or ACH for autopay still get charged?
  48. Billing: Void a CC transaction immediately (instead of using Refund option)
  49. Is there a "Processed ACH report" PDF like there is a credit card PDF report for auto payments completed via ACH?
  50. Billing: Set up auto pay for a family
  51. Are accounts notified when an on demand payment fails?
  52. Billing: Refund an ACH payment or credit card donation
  53. Can I use a debit card for credit card processing?
  54. Service Not Allowed error when using debit card in Canada
  55. Invalid Term ID error when using a credit card
  56. How do I change the bank account into which TeamUnify site deposits payments?
  57. How do I generate a meet fee breakdown PDF for a Meet?
  58. Billing: Export and bill from Team Manager events file
  59. Billing: View invoices/payments from account's perspective
  60. What bills on the first in the automated billing system
  61. How do I add notes on invoices?
  62. How do I delete my payments in the IIF import?
  63. QuickBooks CoA shows $0 or negative amount after IIF import and Account Type set to Bank
  64. Add or edit a billing group
  65. Billing: Email auto pay instructions - Notify families team accepts credit cards/ACH
  66. How do I print an invoice?
  67. How do I see what admin posted a payment or invoice in the billing system?
  68. Billing: Update team credit card/ACH account used to pay TeamUnify invoices
  69. How do you change who receives the TU invoices?
  70. How to Add Free Billing Account and Member
  71. View what goes into a QuickBooks IIF file from SwimOffice
  72. View contents of a QuickBooks IIF file
  73. Alternatives to view IIF files
  74. Manually enter SwimOffice transactions into QuickBooks
  75. IIF import created new Undeposited Funds account
  76. How QuickBooks views refunds made in SwimOffice
  77. Quickbooks - Can I use Account numbers?
  78. Billing: Do SwimOffice QuickBooks Import IIF files work with QuickBooks Online?
  79. QuickBooks IIF File was imported but I don't see the receivables/invoice in my reports (Canadian date issue)
  80. Undeposited Funds - QuickBooks
  81. QuickBooks error line 6
  82. QuickBooks is not importing IIF file - multiple line errors (error line 6,9,15 etc) on first import
  83. Why are my transferred QB amounts negative?
  84. QuickBooks: Dealing with undeposited funds
  85. QuickBooks - Recording payments in QuickBooks undeposited funds to bank
  86. QuickBooks Error - you cannot have multiple AP or AR accounts (error varies)
  87. QuickBooks error line numbers. How do know what the line number is referring to?
  88. When does the QuickBooks IIF file generate?
  89. QuickBooks IIF import error - Can’t record a negative payment
  90. QuickBooks Error 21 or Tax Field Error given on IIF import
  91. When do my invoices generate and my billing run?
  92. Why are late fees being charged on suspended and canceled accounts?
  93. Why did my canceled accounts or suspended accounts receive an invoice email?
  94. Why do my canceled accounts appear under invoices & payments?
  95. Will the recurring charges post to suspended / canceled accounts?
  96. What email gets an emailed invoice or email billing summary?
  97. Viewing Past or Current Invoices Generated
  98. Reconcile the differences between TeamUnify and C & H Financial Services (formerly Process Pink)
  99. Double bucket billing - two bank accounts for deposits
  100. What will the Account see in their invoice for dollars donated?
  101. Billing: Avoid double billing accounts with Online Registration and recurring billing
  102. Billing: ACH - Invalid account number
  103. Relationship of Billing Groups, Roster Groups, Registration Groups, Locations
  104. Billing: Change/edit payment methods in Account
  105. Billing: Add a payment type as a family
  106. Billing: Non Admin update/change credit card
  107. Billing: Generate meet fees for unattached swimmers from results
  108. Billing: Invoice and charge meet fees
  109. Billing: View generated meet fees totals
  110. Billing: Cancel/undo/reverse meet fees
  111. Billing: Delete a meet fees batch
  112. Billing: Revert to generate meet fees (old ver)
  113. Billing: Invoice meet fees from an event (old ver)
  114. Billing: Invoice meet fees from meet results (old ver)
  115. Billing: Create a surcharge for meet fees (old ver)
  116. Billing: Cancel/undo/reverse meet fees (old ver)
  117. UK Billing: View credit card transactions
  118. UK Billing: Reconcile credit card activity - Financial Reports
  119. UK Billing: Manually refund credit card transaction
  120. Billing: View credit card failures
  121. Can TeamUnify reverse charges unintentionally generated on the 1st?

Feedback and Knowledge Base