Martial Arts Billing Software
Stop chasing tuition at the start of every month. ClubTide invoices memberships on schedule, lets parents pay by card straight into your school's own Stripe account, records cash and checks just as easily, and shows who is past due at a glance, without ever locking a student out of class.
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Billing that fits how martial arts schools really charge
Martial arts tuition is rarely one simple price. There is a kids program and an adult program, a family discount for siblings, a scholarship for a student who needs it, an annual plan paid upfront, a setup fee for new members, a testing fee before every belt test, and a family that wants to pause for the summer.
Spreadsheets and generic invoicing tools struggle with that mix, so owners end up tracking it by hand and chasing payments in person. ClubTide was built around memberships: you describe your plans once, assign them to students, and the invoices follow.
Payments go straight to your school. ClubTide never holds your money and never sees card numbers: parents enter card details on Stripe-hosted pages, and the payment lands in your own Stripe account.
Membership plans for every program
Create as many plans as your school needs. Each plan has a price, a billing interval (weekly, monthly, quarterly, annual or one-time), a due day, an optional setup fee for new members and optional trial days before billing starts.
Assign a plan to a student and ClubTide creates the membership. Adjust the price for one student, add a percentage discount with a reason such as family, scholarship, staff or promotion, or pause a membership while a student is injured or away.
- Weekly, monthly, quarterly, annual or one-time plans
- Due day, setup fee and trial days per plan
- Percentage discounts with a reason, and membership pauses
Recurring invoices that issue themselves
Every day ClubTide checks which memberships are due and issues the invoices for the new period, with discounts applied. Families get an email with the invoice and a link to pay it. You no longer need a monthly billing session at the kitchen table.
One-off charges work too. When a family registers for a belt test that has a fee, the testing fee is added as an invoice they can pay online, alongside their regular tuition.
- Invoices issued automatically for every due period
- Email to the family with a link to pay
- One-off invoices such as belt testing fees
Online card payments into your own Stripe account
Connect your school's Stripe account and parents can pay any invoice by card from the parent portal. Checkout happens on a secure Stripe-hosted page, and the money goes directly to your Stripe account. Stripe charges its standard processing fees under your school's agreement with Stripe.
ClubTide never stores card numbers. It keeps only the Stripe references it needs and the card brand and last four digits for display, so your school stays out of handling card data.
- Card payments through Stripe Checkout
- Money paid straight into your school's Stripe account
- No card numbers stored in ClubTide
Optional autopay on a saved card
Turn on autopay for your school and parents can save a card on a Stripe-hosted page, either on its own or when they pay an invoice. From then on, each new invoice is charged to the saved card when it is issued, and the family gets a receipt instead of a bill.
If a charge fails, ClubTide records it, emails the parent with a link to pay from the portal and tries again once after three days. Parents can stop autopay from their portal at any time.
- Parents save a card securely on Stripe
- New invoices charged automatically when issued
- Failed charges notified, with one automatic retry
Cash, checks and bank transfers too
Not every family pays online, and that is fine. The front desk records cash, check or bank transfer payments against the invoice in a few clicks, and the family gets a receipt. Refunds are recorded the same way, so the balance is always right.
Every payment, whatever the method, shows up in the family's history and in your payment reports.
- Cash, check and bank transfer payments
- Receipts for every payment
- Refunds recorded against the original payment
Past-due tracking that never locks students out
Set a grace period in days (seven by default). When an invoice is still unpaid after it, the membership is marked past due and the family is told once, politely. The past-due list shows you every family with a balance, so a quick conversation replaces a month of guessing.
Billing never deactivates a student. A child with an unpaid invoice can still train and still be checked in; what to do about the balance is your decision.
- Configurable grace period before past due
- One notice to the family, no nagging
- Students are never locked out of class by billing
Payment reports and the dashboard
See what was collected in any period, broken down by membership plan and by payment method, with refunds already taken out. The dashboard shows revenue next to members and attendance, so you see the health of the school on one screen. Amounts are shown in your school's currency, US dollars or Romanian lei.
- Collected revenue by plan and by payment method
- Refunds deducted automatically
- USD or RON, matching your school
Set up billing once, then let it run
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1
Create your plans
Kids, adults, annual or family: prices, intervals, due days and setup fees.
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2
Connect Stripe
Link your school's own Stripe account so parents can pay by card.
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3
Assign memberships
Invoices go out on schedule, and payments and past-due balances update on their own.
Billing is connected to everything else
Invoices are tied to memberships, testing fees come from belt tests and parents pay in their portal. Learn more about the parts of ClubTide that work with billing, and how we keep payment data safe.
Where does the money from online payments go?
Straight to your school's own Stripe account. ClubTide does not hold or pass through your funds. Stripe charges its standard processing fees under your agreement with Stripe.
Does ClubTide store credit card numbers?
No. Card details are entered only on Stripe-hosted pages. ClubTide stores the Stripe references it needs plus the card brand and last four digits, for display only.
Can parents be charged automatically every month?
Yes, if you turn on autopay for your school. Parents save a card on Stripe, and each new invoice is charged to it when it is issued. Parents can stop autopay from their portal at any time.
Can I give sibling or scholarship discounts?
Yes. Each membership can have a percentage discount with a reason such as family, scholarship, staff or promotion, and the discount is applied to every invoice.
What happens when a family does not pay?
After the grace period the membership is marked past due and the family receives one notice. The student is never deactivated or blocked from class; how to handle the balance is up to you.
Can I still take cash and checks?
Yes. Record cash, check or bank transfer payments against any invoice, and the family gets a receipt just like with a card payment.
Spend less time on spreadsheets and more time on the mat
Set up your club in two minutes and try every feature free for 14 days.
No credit card required to sign up.