Billing: Allow parents to make on demand credit card payments

SwimOffice Admin - Super User

To allow your accounts to have the ability to make a payment any time, first note that:

  • You MUST have credit card functionality implemented on your site.*
  • You MUST have your billing system TURNED ON.**

Assuming those are both true please follow the steps below.

  1. In the side menu click Billing Admin > Billing Setup.
  2. Scroll to the bottom of this page you will see a section called Setup Account Processing Fees For OnDemand Electronic Payment.
  3. From here you will be able to create the options for the accounts.
    • Enable Individual Account Payment — Set to Yes to activate.
    • Minimum Payment Amount.
    • Enter Amount Per Transaction Fee and Percent Per Transaction Fee — You can do either or both. Important: Passing along these surcharge fees is illegal in certain states (CA, CO, CT, FL, KS, ME, MA, NY, OK, and TX as of October 2016).
    • Chart of Accounts for per Transaction Fee.
    • Charge Per Transaction Fee if Payment Fails — A fee gets charged to your team if a payment fails but the percentage does not. If you in turn pass along this fee, it will create an invoice for it in the family's account.
    • Hour Delay Between Failed Payments.
  4. Click Save Changes.

To show your parents how to use this feature, send them this link:

*If you are interested in Credit Cards for your team please email
**If you would like your billing turned on please email

See Also
Refund an Account's/Family's on demand payment
ACH/credit card FAQs
On demand charges and payments for Admins

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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