Academy monthly fees

Recurring billing belongs to the academy module, not to tournaments. The configuration is per academy: if you run two branches, each has its own amounts and rules.

In standalone classes and pickup games the screen is the same, but it is labelled Contribution instead of Monthly fee.

Setting up billing

Under Monthly fees → Settings, set for the academy:

• Amount of the monthly fee
• Due day — the same day every month (in shorter months, the last day of the month applies)
• How you get paid and, if you use instant payment, the payment key

And, if you want, surcharges and an incentive:

• Late fee (%) — charged once when payment is made after the due date.
• Daily interest (%) — simple interest per calendar day late.
• Early-payment discount (%) — deducted when payment is made by the due date.

The calculation uses the fee amount (already including any scholarship) and the payment date. Example: a R$ 100 fee with a 2% late fee and 0.033% daily interest, paid 10 days after the due date: R$ 100 + R$ 2 + R$ 0.33 = R$ 102.33. Leave blank whatever you don’t use.

The list, the guardian portal and the athlete area show the day’s updated amount, with the original struck through and a note “includes late fee and interest” or “early-payment discount until dd/mm”. An online payment link carries the amount of the day it was issued; a Duplicate recalculates.

How the money reaches you

Two options, and the choice changes your day-to-day quite a bit:

Manual — you get paid outside the platform (bank transfer, cash) and reconcile it here. No fees, but the checking is on you. Plenty for a small academy.

Card and instant payment through the organization’s account — you enable payments under Billing → Enable payments (a one-time ~5 minute signup with your tax ID and bank account) and the money lands straight in your account, with automatic payouts via Stripe. The platform issues the charge and reconciles it automatically when payment arrives. Fee per transaction: 5% + card processing cost (3.99% + R$0.39).

The money always goes to the organization’s own connected account — it isn’t typed in on screen, it comes from Billing. If the account’s setup becomes pending, online payment is unavailable until it’s sorted out. Changing how you get paid is up to the owner or an administrator.

Tip Start with manual. Moving to automatic billing later doesn’t lose history, and you avoid configuring a gateway before you have enough students to justify it.

Generating the month’s fees

Fees are not created on their own: at the start of each month, open the academy’s fee list and use Generate fees, choosing the month and year. In the mobile app, the same command is the Generate this month’s fees button.

Generation creates one fee for each active student in the academy’s active classes, using the amount and due day from the settings and already applying the student’s scholarship, if any. It is safe to run again: students who already have a fee for that month are skipped, so it also works to add a student who joined later.

Fee statuses

Status	When
Pending	Generated and still within the due date
Paid	Marked as paid manually or online payment confirmed
Late	Past the due date without payment
Overdue	Late for more than 30 days
Exempt	Student with a full scholarship

The switch to late and overdue is automatic, every day, and also happens the moment you open the list.

Payment reminders

When the student has a guardian on file, Torneyo reminds that guardian about the pending fee 5 days before, 1 day before and on the due date, and again at 3 and 7 days late — through the configured channels (in-app notification, email and WhatsApp, depending on the plan and the organization’s preferences).

Scholarships and discounts

A student on a scholarship doesn’t need separate settings: under Monthly fees → Scholarships, register the scholarship for the student, with a validity period. The next fees generated already include the reduction.

Type	Effect on the fee
Full scholarship	Zero amount, status Exempt
Partial scholarship	Percentage discount
Percentage discount	Percentage discount
Fixed discount	Subtracts a fixed amount (never below zero)

It works for home-grown athletes, sibling discounts, staff children or school partnerships. Fees already generated don’t change if you add the scholarship later.

Tracking who paid

• Fee list — each student’s status for the month, manual payment (if you don’t enter the amount received, the amount of the payment link already sent is recorded or, without a link, the amount due on the payment date) and Duplicate, which reissues the payment link (card or instant-payment details) to send to the guardian again.
• Dashboard — month totals and the list of students in arrears, with Excel export.
• Guardian portal — a page where the guardian sees the student’s fees and pays online.
• Athlete area — an adult athlete sees their own fees under My area → Monthly fees.

That’s what replaces the spreadsheet — and it’s why it pays to set the right due day from the start: without it, the platform can’t work out what’s overdue.

Cost split: one-off expenses shared by the group

For a one-off expense — a new ball, extra court rental, a barbecue — use the class’s cost split instead of the monthly fee. See Classes, students and attendance.

FAQ

Is the monthly fee generated automatically every month? No. Use Generate fees and pick the month. What is automatic is the status change (late, overdue) and the reminders to the guardian.

Can I change the amount mid-year? Yes. Fees already generated keep the old amount; the next ones use the new one.

Is a student who dropped out still charged? No, as long as you deactivate their enrolment in the class before generating the next month. Deactivating the enrolment also frees the spot and calls the next person on the waiting list.

Can I use monthly fees without an academy? No. The configuration is tied to an academy. For tournament billing, see Registrations and fees.