Loose receipts in the chat
They arrive by WhatsApp, at any time, with a name that does not always match the list.
Payment tracking and receivables for your sports club or academy
The family uploads the receipt, you validate it and each balance turns up to date or overdue by itself. Surcharges, partial payments and cash, without cross-checking spreadsheets.
COP 1,800 per athlete a month, going down as the club grows. The monthly fees go straight to the club.
Up to date58
In review4
Overdue9
How it is today
How does a club collect the monthly fee today?
In many clubs, collecting is a monthly job nobody sees.
Cross-checking the list with Excel
Looking name by name for who paid, for which month and how much, and marking in red whoever did not.
Reminding one by one
Writing to each family that has not paid, without knowing whether they already did and the receipt got lost.
To know who was up to date, you had to cross-check two sheets and mark in red whoever had not paid.How myclubia’s first club kept its receivables
The path
The path of a payment, from the family to the receivables
Every payment is born tied to an athlete and a month, so there is no guessing whose it is.
The family picks the month and the package
The app shows the package price, the surcharge if they paid after the cutoff and the total to pay.
Pays as always and uploads the receipt
By Nequi, Daviplata, Bre-B or bank transfer, to the accounts the club wrote down. They upload the screenshot with the payment date and amount.
The club validates it
In “Payments to validate” you see what the family reports next to what the package costs, and you validate or reject with a reason.
The receivables change by themselves
The athlete goes from “In review” to “Up to date”, the family gets the notice and the coach sees it when taking attendance.
CHMonthly fee payment
What the family sees · sample data
Payments to validate4 receipts
What the club sees · sample data
Statuses
The six month statuses, one by one
Each athlete has a status per month. It comes from the payments the club validated: what the family reports stays in review until someone at the club looks at it.
| Status | What it means |
|---|---|
| Up to date | The club validated the month’s payment and sessions are left. An athlete with a scholarship is always up to date. |
| In review | A payment was reported and the club has not validated it yet. |
| Partial payment | The club validated part of the month and the balance is missing. |
| No package | The month is not paid yet, but there is still time to pay without surcharge. |
| Overdue | The last day without surcharge passed and the month is not fully paid, nor is a payment in review. |
| No sessions | The month is paid, but all the package’s sessions are used. |
Surcharge
How the late surcharge is calculated
You set the last day to pay without surcharge and the percentage. The app adds it by itself when the family pays later.
- What counts is the payment date the family reports, not the day they send it.
- The family sees the total with surcharge before sending the receipt.
- With a discount, the surcharge is calculated on the reduced price. With a scholarship there is no monthly fee.
- Surcharges show separately in the month’s accounting.
An example
A 12-session package at $120,000, no surcharge until day 10, 10% surcharge. Colombian pesos.
| Payment date | Total to pay |
|---|---|
| October 1 to 10 | $120,000 |
| From October 11 | $132,000 |
Sample data
Partial payments and cash
What if they pay part? What if they pay cash?
Partial payments
The family reports each part. If money is missing, you “Validate as partial” and the month shows “Partial payment · missing” the balance; if the cutoff comes without the balance, it turns overdue. A partial payment gives no sessions until the month is complete.
Is the difference the bank’s fee? “Mark it paid” and the month is complete.
Cash or a receipt sent by WhatsApp
From the athlete’s record, “Record payment” with the amount you received: it is validated at once and the family sees it in their payments. If you received less, “Record partial payment”.
Validated by mistake? “Void…” with a reason, and the payment goes back to review.
Reminders
Reminding about payment without bothering
On the row of whoever is overdue there is “Remind”: it opens WhatsApp with the message written and you send it. The button only opens in the hours allowed by Colombia’s Law 2300.
- Monday to Friday from 7:00 a.m. to 7:00 p.m. and Saturdays from 8:00 a.m. to 3:00 p.m., Colombia time. Never on Sundays or holidays.
- The app also notifies the family inside myclubia: 3 days before the cutoff, on the cutoff day and when they turn overdue. The club can turn off each notice.
- Those notices do not go to whoever has a scholarship, a payment in review or already paid the month.
The message, ready to send
Hi Ana, this is Club Halcones: the October fee for Samuel does not show as paid yet. You can report the payment in myclubia. Thank you!
Sample data
Closing the month
What the admin sees when closing the month
Month receivables
Up to date, Overdue and In review, what was collected and what is left to validate. Per athlete, the previous months in colors and how many months in a row they have been overdue.
Accounting
In, Out and Month balance. Income comes from validated payments, with monthly fees, late surcharges and uniforms apart; you record the expenses.
Excel reports
“Receivables by month”, with each athlete’s status, package, amount, surcharge and payment date, and the month’s “Income and expenses”.
The money
Does the money go through myclubia?
No. Families pay the club as always, and the money goes straight to its accounts.
- myclubia has no payment gateway, does not charge families and does not read your bank statement.
- You write the club’s accounts (Nequi, Bancolombia or whichever you use), and the family sees them when paying.
- The club pays for myclubia per athlete; families and coaches use it at no cost.
Pricing
What it costs
You pay for each athlete who trained or paid in the month, and the price per athlete goes down in tiers as the club grows. If nobody comes or pays in a month, that month’s fee is $0. Prices in Colombian pesos.
No monthly fee for the first two months: neither the month you start nor the next one. We limit nothing and do not ask for a payment method.
Price per athlete per month
| Athletes in the month | Each |
|---|---|
| 1 to 50 | $1,800 |
| 51 to 100 | $1,650 |
| 101 to 200 | $1,500 |
| 201 to 300 | $1,350 |
| 301 and up | $1,200 |
Each tier at its own price: with 80 athletes, the first 50 at $1,800 and the other 30 at $1,650, $139,500 a month. At least 20 athletes are charged. Colombian pesos.
Built with a real club
Born in a volleyball club in Bogotá, solving its receivables every month. The same happens in any club, whatever the sport.
CVMClub Voley MasterVolleyball · Bogotá · first club on myclubia
- 8categories, from youngest to adults
- 4packages: 8, 12, 16 and 20 sessions a month
- Day 11the 10% surcharge starts
Questions
What clubs ask about payments
Questions about technology, Excel, minors’ data and getting started are on the home page.
What does “Overdue” mean and when does an athlete get there?
When the last day without surcharge passed, the month is not fully paid and no payment is in review. If the family reports the payment, it goes to “In review” while the club validates it.
Can the monthly fee be paid in two parts?
Yes. The family reports each part and the club validates the first as partial: the month shows “Partial payment” until the balance arrives.
How do I record a cash payment or a receipt sent to me by WhatsApp?
From the athlete’s record, with “Record payment”: it is validated at once and the family sees it in their payments.
How does the late surcharge work?
You set the last day to pay without surcharge and the percentage. If the payment date the family reports is later, the app adds the surcharge and the family sees it before sending.
Does myclubia send payment reminders by itself?
Not by WhatsApp: you tap “Remind”, WhatsApp opens with the message written and you send it, only in the hours allowed by Law 2300. Inside myclubia, the family does get notices before the cutoff, on the cutoff day and when they turn overdue.
Can I collect through Nequi, Daviplata or Bre-B?
Yes, as you already do: the money goes to your accounts, which you write in the app and the family sees when paying. The family uploads the payment screenshot and you validate it. myclubia does not connect to the bank or the wallet.
What if I validated a payment by mistake?
In the athlete’s record, “Void…” the validation with a reason: the payment goes back to “In review” until you decide.
Get your receivables up to date
Tell us about your club on WhatsApp and we will show you myclubia with your categories and packages.
WhatsApp