INTRODUCTION
Feature Summary: Batch Billing is an additional feature that allows clubs to group outstanding (unpaid) fees into a single invoice per member and optionally collect payment automatically. Instead of charging members for each individual transaction, clubs can invoice and collect fees on a scheduled basis—such as biweekly or monthly—reducing administrative work and payment processing costs.
Use Cases:
Reduce credit card processing fees
Process unpaid fees in bulk instead of one-by-one
Ensure fees are paid on a consistent schedule
Avoid manually tracking or chasing down unpaid balances
Automate payments using saved payment profiles
Optionally, prioritize eChecks on file before credit cards to take advantage of lower processing fees.
What Batch Billing Does
With Batch Billing, clubs can:
Combine multiple unpaid fees into one invoice
Generate invoices only, or generate and collect payments automatically
Apply available account credit before charging a payment method
Control when and how members pay outstanding balances
Standardize billing cycles across the membership base
Filter a batch for specific revenue categories
OVERVIEW
When a batch is run, CourtReserve looks at each member’s outstanding (unpaid) fees that meet the batch criteria and creates a single invoice for the total amount. Depending on the batch settings, the system can either send the invoice to the member for payment or immediately attempt to collect payment using the member’s saved payment profile.
Batch settings can be tailored each time you run a batch, allowing you to control what is invoiced and how payments are processed. For instance, system users can create a batch focused on a specific revenue category within a specified date range—such as one dedicated solely to court fees in a given month—ensuring only those fees are included in that billing run.
Real-World Example
Scenario:
A club wants to batch bill all membership types with a "Monthly" membership frequency and collect payment immediately for all outstanding fees such as unpaid reservations, events, POS charges, and miscellaneous fees incurred over the course of a month.
How Batch Billing Works in This Case:
The club runs a batch for All Membership Types
Membership Frequency is set to Monthly
The batch is configured to Generate Invoices & Collect Payments
Apply Account Credit is enabled
Result:
Monthly fees are grouped into one invoice per member
Any available account credit is applied first
The remaining balance is automatically charged to the payment profile on file
Members receive one consolidated charge instead of multiple transactions
System Users can see the results of the batch run on the Batch Billing screen by locating the Processed Batch and reviewing the Details, Invoices, and Logs tabs.
This approach streamlines billing, reduces transaction fees, and ensures fees are collected efficiently.
Learn how to enable Batch Billing here.