SwimTopia Billing Policies

Welcome to SwimTopia!  You'll find our information about our billing policies below:

Billing Contact

Invoices will be sent via email.
We email invoices via QuickBooks from the address quickbooks-email@
intuit.com. The Billing Contact should ensure their email provider accepts these emails by adding this address to their Contacts or Address Book to help ensure they are not classified as spam.

Customers should keep their Billing Contact information up-to-date.
In the event the Billing Contact for the team changes, teams should update their contact details in the team's website so that SwimTopia always has current and correct Billing Contact information. To update the Billing Contact, go to Manage Team > Settings > Billing Contact. New Billing Contacts should also add the QuickBooks email address to their address book.

Customers should check their Billing Contact email address regularly throughout the year.
We sometimes need to correspond with the Billing Contact in the off-season, so email addresses that are only monitored during the season are not recommended.

 

Invoicing

All invoices are due 30 days from invoice date (Net 30).

Invoices can be paid online via credit card, bank draft, or by mailing a check.
To pay via credit card or bank draft, simply click the blue "View Invoice" button in the email, and then click the "Pay Now" button on the online invoice.

Initial invoices are emailed at the end of the two week free trial period.
Two weeks after a team signs up for a SwimTopia free trial initial “Team Plan” invoices are emailed to the Billing Contact listed on the team’s signup form.

  • Summer/Rec “Team Plan” invoices cover the number of athletes entered in the "team size" field when the team administrator signed up for SwimTopia, rounded down to the nearest 100.  Fees for additional athletes, if any, will be invoiced separately in June.
  • Middle/High School “Team Plan” invoices cover all athletes in the school’s swim program, regardless of the team size.

Teams may cancel their free trial within the first two weeks of service by emailing billing@swimtopia.com

“Extra Athlete” invoices are emailed to Summer/Rec teams in June.
This invoice covers the number of registered athletes over and above those paid for in the “Team Plan” invoice for Summer/Rec teams.

Renewal invoices are sent on the anniversary of the team’s initial sign-up.
Renewal notices are based on a team’s total registered athletes rounded down to the nearest 100. Team plans are reviewed at renewal and can be adjusted to match the team’s current size.

 

Late Payment Policy

In the event an account is delinquent and any invoice is more than 45 days past due, the team website will be disabled until payment is received.

 

Contact Us

Contact billing@swimtopia.com for any billing-related questions.

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