Billing & Fees
Automate your fee collection. Set up recurring fee schedules, billing entities for multi-company structures, and payment plans for families.
Fee schedules
Fee schedules define how and when you charge. Go to Billing in the sidebar to create and manage them.
Each fee schedule has:
- Frequency — Monthly, weekly, termly, or annually
- Amount — The fee per athlete
- Teams/groups — Which teams this schedule applies to
- Start date — When billing begins
Automated billing
Once fee schedules are set up, Kolva automatically:
- Generates invoices based on your schedule (daily at 6am)
- Charges saved payment methods on the due date (daily at 8am)
- Retries failed payments (every 4 hours)
- Sends payment reminders (3 days before, on due, 3 days after)
- Marks overdue payments (daily)
Billing entities
Some clubs operate through multiple companies (e.g. one for regular training, another for competition entry). Billing entities let you separate finances while keeping everything in one platform.
Go to Settings → Companies to create billing entities. Each payment and fee schedule can be assigned to a specific entity.
Payment plans
For families who need to spread costs, you can create payment plans that split a fee into installments. Go to a family's payment and click Create Plan.
Sibling discounts
Automatically discount fees for families with multiple children. Enable in Settings and set the discount percentage for the 2nd child, 3rd child, etc. See Sibling Discounts guide.
Billing runs
View the history of automated billing runs to see what was charged, what failed, and what's pending. This gives you full visibility into the automation.