Competition Fees

Competition costs (entry fees, travel, accommodation) are collected from parents as one-off fees. If the money is passing through to a supplier such as the competition organiser, mark it as a disbursement — money collected on someone else's behalf rather than club revenue.

Charging families for a competition

1. Go to Fees in the sidebar and click Add fee
2. Who pays this fee? Choose All athletes, A team, A team group (for example all competition teams) or Pick specific athletes
3. Enter a Fee name and the Amount per athlete (£), for example "Nationals entry"
4. Switch on Collected on behalf of a supplier and enter the Supplier name
5. Choose One-off, or Split into instalments to spread a larger cost over several months
6. Choose Send for payment to email parents an invoice with a pay link, check the summary, then click Create & send invoices

Each athlete is charged the same amount. Athletes without a billable contact are skipped, and Kolva shows you who was skipped once the fee is created.

How disbursements work

A fee marked Collected on behalf of a supplier appears for parents under Supplier payments on their dashboard, with the supplier's name, and in the same way on their Payments page. In your accounts it is marked as a disbursement, not club revenue.

This distinction matters for accounting and tax — disbursements are not your income.

Splitting a shared cost

Kolva doesn't split a total cost (like a minibus hire) across athletes for you. Work out the amount per athlete yourself, then enter it as the Amount per athlete (£) when you add the fee.

Events

Events is where you plan a competition: team entries with a division and an entry fee, and an Athlete fees tab showing what each athlete or family would owe. To open it, click More in the sidebar (or press Ctrl+K, Cmd+K on a Mac) and choose Events. New events start as drafts, which are hidden from parents and coaches. Nothing on the Events screen charges a family yet, so use Fees, as above, to collect the money.