Billing & Fees

Automate your fee collection. Set up recurring fees, companies for multi-company structures, and instalment plans for families.

Fee schedules

Fees define how and when you charge. Go to Fees in the sidebar to create and manage them. Click Add fee and work through the four steps: Who, What, How and Collect.

A recurring fee has:

• Who — All athletes, a team, a team group, or (for one-off fees and instalments only) specific athletes you pick
• Amount — The fee per athlete
• Frequency — Monthly. Other frequencies aren't available yet.
• Bills on day — The day of the month (1 to 28) the invoices are raised
• Starts and Ends — When billing begins, and optionally when it stops. Leave Ends blank to bill until you stop it.
• Collect — Send for payment emails parents an invoice with a pay link. Auto-collect pulls it from each family's saved Direct Debit or card on the due date.

Fees that aren't recurring are set up the same way: choose One-off for a single charge, or Split into instalments to spread it over several months. Use Pause and Activate on a recurring fee to stop and restart its billing.

Automated billing

Once fee schedules are set up, Kolva automatically:

1. Generates invoices on each recurring fee's billing day (early each morning)
2. Collects fees set to Auto-collect from each family's saved Direct Debit or card on the due date
3. Sends payment reminders for payments that aren't collected automatically: one before the due date, then overdue chases every 10 days, up to 3, after which the invoice is flagged for you
4. Marks unpaid invoices overdue once the due date has passed

Kolva doesn't retry a failed Direct Debit itself, although GoCardless may, depending on your GoCardless plan. If a Direct Debit fails for good, the family is emailed a link to pay by card and the payment shows under Failed collections on the Payments page.

Companies

Some clubs operate through multiple companies (e.g. one for regular training, another for competition entry). Companies (billing entities) let you separate finances while keeping everything in one platform.

Go to Settings → Companies to set them up. Once you have more than one, the Payments page gets an All Companies filter and each payment shows the company it belongs to.

Payment plans

For families who need to spread costs, you can split a fee into instalments. Go to Fees, click Add fee, and at the How step choose Split into instalments. Set the number of payments (between 2 and 12), the day of the month each one is charged, and the date of the first payment. Instalments are monthly, and each family's share is split evenly with any remainder on the last payment. Active plans are listed on the Payment Plans tab of the Payments page.

Sibling discounts

Automatically discount fees for families with multiple children. Go to Settings → Discounts, switch on Sibling discount and set the percentage off for the 2nd child and the 3rd+ child. See Sibling Discounts guide.

Billing runs

When a recurring fee has been billed, Recent billing runs at the bottom of the Fees page lists each run with the fee name, the date, how many payments were created (and how many failed) and the total amount.