Billing

Billing and product management just for neighborhood pools…

ONE-TIME & AUTOMATIC BILLING

Eliminate most check payments and encourage members to just pay online, like most people prefer to anyway. We set it all up for you. One-time member payments (with or without initiation fees) and best of all, recurring Automatic Yearly membership payments.

AUTOMATED REMINDERS

When members start purchasing through your PoolDues portal, you can cross them off your list of members to invoice before each season. We send automated emails at intervals before their membership expires. Even after it expires if they don’t renew!

BETTER REPORTING

Does your club Treasurer have to manually log every check and payment sent to the club?  Not to mention, regularly emptying cash boxes and adding that up. It’s an accounting nightmare. And somehow they volunteered for it. Generate reports from a single storefront for everything.

One-Time & Yearly Rebilling for Members

Start collecting member dues through a custom payment portal we set up 100% for you. When given an option, you’ll notice about one-third to one-half of members choose to setup a yearly automatic payment with your club. This not only helps retain members, but also saves you from having to invoice them each year to remind them to pay. 

Payments are sent directly to your club’s Paypal account. Paypal handles all credit card and e-check payment processing.  If you already accept Paypal, your costs will be exactly the same. You can optionally choose to pass on Paypal’s service fees to your members. PoolDues does not add on any charges per payment. 

New members that join mid or late summer choose to setup a Recurring profile. The reason why is simple…

A family that moves into town in July still has plenty of time to enjoy the pool, but they tend to avoid joining a club until the next season. If they wait, they can get a full summer’s worth for their money. By offering an Automatic Recurring membership that gives them exactly 1 year’s time (for example, July 20 to July 20 the following year), they will take it! 

This is a new concept for many board members, that only think in terms of memberships starting / expiring at a specific date for every member. This actually short-changes any new member that doesn’t join during this narrow window.  

Bottom-line, you want new members as soon as possible. Money today, is always better than money in 9 months. By not offering a Recurring membership, you potentially lose the member to a nearby club that does, or the family starts a monthly membership at a fitness center with a pool and loses interest in a neighborhood pool altogether. Or by next pool season, the family has met new friends that convince them to join a different club.

Ideally, every member sets up an Recurring payment profile. The club’s money comes in as expected, without ever hammering a member to pay. 

Georgetown Recreation Club was our first pool to fully use the Pool Dues system. Every new member that joined after the traditional start of summer in 2018 setup a Recurring payment profile. So in total 9 memberships started mid-summer, one as late as September 4.  Including the initiation fees, this amounted to over $7,850 extra in 2018!

Say goodbye to invoicing members yourself. We automate all your emails

Past Due Email Animation for Neighborhood Pools

Once your members start paying through your Pool Dues portal, we’ll send automated reminders at intervals prior to their membership expiration. And if you add a member manually into our system (for example, if they paid you by check), they too will receive automated reminder emails. If a member is past due, your Pool Dues portal will continue to remind them to renew their membership.

We have default timeframes setup for automated emails, but these can be changed to your liking…

1 month prior to expiration or renewal
1 week prior to expiration or renewal
1 day prior to expiration or renewal
On expiration 
1 week past due
2 weeks past due

These are all conditional, so if the member has already renewed, they won’t receive these emails. For recurring members, these emails also inform the member that their account will automatically be rebilled at a certain date.

Pool reporting the easy way…

Insights into how your pool makes money is obviously one of the most important things a Club Treasurer is responsible for. If you already use Paypal to receive payments, you know their options are limited for in-depth payment reviews. Here’s what’s possible when a Treasurer or other club admin views your Pool Dues backend.

– Custom date range searches for all earnings
– Custom date range searches for specific product earnings
– Export to CSV for either option above
– Graph-based reporting
– Chronological Payment History, also filterable by date ranges
– Payment History shows the current Status: Complete, Refunded, Failed, Pending (meaning added to cart but not completed), and more
– In depth Order Details on each payment (customer info, cart details, discounts applied, exact time, etc)
– A separate Customer search option, showing the total each customer has spent
– A Subscription section to show which members are setup with Yearly Automatic Recurring Billing
– A Licenses section to show which members are current (basically each member is given a one year license)

Reporting for Neighborhood Pool Treasurer

Other features your Treasurer or Shop Admin has access to…

DISCOUNTS

You can create an unlimited number of discount codes that reduce a percentage or flat amount of the final price on any membership / product or service. These can also be limited to specific products. So for example, you might offer $50 off the price of a Recurring Yearly Membership but exclude it from One-Time Membership payments. Discounts can also expire automatically or past a certain number of uses.

PRODUCT CONTROLS

We take care of ALL the initial setup of your Pool Dues portal, adding every pool/club-related product we can think of.  But you have full control to edit those products and create new ones. In about 5 minutes we can show you how to wiz through the entire process of creating a new product and selling it. You can even add email notifications on a per-product basis. So if your Swim Team director needs to know a new person joined, you can set up a purchase notification email just for them.

VARIOUS PRICING OPTIONS

Pools receive income on a variety of different services, so your price options are ready for anything.  The products you create can have multiple tiers (for example, Choice 1: $5, Choice 2: $10, and so on), plus a Name-Your-Price option (with a minimum value). On a per-product basis you can choose to exclude or include Tax (or Fees). So for example, you could pass on Paypal’s fees to your members by adding on those fees to the final price.