Swim Club Billing Software UK

Swim club billing software for UK swimming clubs. Automate payment collection with Direct Debit through GoCardless. Set up subscriptions once, collect membership fees automatically every month, and eliminate manual reconciliation.

The billing problem for swim clubs

Most volunteer-run swimming clubs handle membership fees through bank transfers, cheques, or standing orders. This creates significant administrative burden:

• Chasing parents for overdue payments via email or WhatsApp
• Manually reconciling bank statements against member lists each month
• Tracking which families have paid and who owes money
• Managing failed payments or cancelled standing orders
• Generating invoices manually for each family

Volunteer treasurers spend hours each month on billing tasks that should be automated.

How Swimly automates billing

1. Direct Debit via GoCardless

Parents set up a Direct Debit mandate once during registration. After that, membership fees are collected automatically from their bank account on a schedule you set (monthly, quarterly, or annually).

2. Flexible payment schedules

Different squads can have different fees. Competitive swimmers might pay £60/month, while learn-to-swim groups pay £35/month. Set it up once and Swimly handles the rest.

3. Automatic payment retry

If a payment fails (insufficient funds, expired card), GoCardless automatically retries the collection. Parents receive an email notification asking them to ensure funds are available.

4. Invoice generation

Every successful payment generates an invoice automatically. Parents can download invoices from their member portal for their records or expense claims.

5. Payment tracking dashboard

See at a glance which members are paid up, who has outstanding balances, and total monthly revenue. Export reports for your AGM or treasurer's report.

Benefits of automated billing

Save hours each month

No more manual bank reconciliation or chasing late payments. Your treasurer gets evenings back.

Improve cash flow

Automatic collection means payments arrive on time, every time. Fewer outstanding balances.

Reduce payment failures

Direct Debit has lower failure rates than card payments. Automatic retry catches temporary issues.

Professional invoicing

Automatic branded invoices sent to parents. No more manually creating PDFs or Excel sheets.

Financial transparency

Real-time view of club finances. Export reports for committee meetings and AGMs.

Parent convenience

Parents set up Direct Debit once and never worry about missing payments or finding their chequebook.

Pricing for automated billing

Automated Direct Debit billing is included in Swimly's Club and Performance plans. Unlike budget options like Club Organiser, which lack Direct Debit integration, Swimly makes automated payment collection central to the platform:

£29/month — Club Plan

For clubs with 50-200 members. Includes Direct Debit collection, automated invoicing, and payment tracking. No transaction fees beyond standard GoCardless charges (1%, capped at £2 per transaction).

£49/month — Performance Plan

For clubs with 200-500 members. Everything in Club, plus advanced reporting, multi-squad fee structures, and priority phone support.

GoCardless is the UK's leading Direct Debit provider, handling billions in payments for businesses and organisations. Transaction fees go directly to GoCardless, not Swimly.

Automate your club billing

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