---
title: Clubware — Billing that runs itself, for martial arts clubs
description: Clubware collects every payment on time, signs up new families from a QR code, and keeps your club's records in one place. Built for New Zealand clubs.
image: https://clubware.app/assets/og_image.webp
---

# You run the club. We run the billing.

Clubware collects every payment on time and signs new families up from a QR code. Members, money and records all live in one place.

Built in New Zealand, for New Zealand clubs.

- [Book a demo](https://calendly.com/arthur-auffray/clubware-demo)
- Contact email: [hello@clubware.app](mailto:hello@clubware.app)

---

## Dashboard Overview

- **Monthly Recurring Revenue (MRR)**: $14,280.00 (Recurring)
- **Revenue (30d)**: $16,904.50 (Collected)
- **Active members**: 213 (+4 paused)
- **Balance**: $3,412.75 (Pending $1,208.00)

### Recent Activity
- **Payment received**: $48.00 · Aroha Reweti (2 minutes ago)
- **New subscription**: Rohan Nair · Junior monthly (1 hour ago)
- **Joined via join link**: Priya Nair · with 2 members (3 hours ago)
- **Payment failed**: $60.00 · Your card was declined (5 hours ago)

---

## Admin is eating your evenings.

You didn't start a club to deal with this. But every week it comes back.

- **Chasing the ones who forgot**: Asking a parent for money is the fastest way to make a good relationship awkward.
- **Paperwork for every new family**: Paper forms, a bank transfer that may or may not arrive, and a note to yourself to follow up.
- **No straight answer on the money**: Who's paid this term? Who is late? Did anyone forget? The answer is spread across spreadsheets, your emails, your bank account and your memory.

---

## Three jobs, taken off your hands.

### 1. The billing runs itself.
Set up your plans once. Every member is charged on their cycle, and the money lands in your club's bank account.
- Plans on any cycle, daily to yearly
- Declined cards retried automatically
- One customer, several members, one card
- Payouts land on a schedule you set

### 2. New families sign themselves up.
Put your club's join link on the wall, on a flyer, in your Instagram bio. A family scans it, adds their kids, picks a plan and pays — any time, anywhere.
- Enrol several members in one go, under one customer
- Takes the card up front, so a subscription can start without staff chasing it
- Secure and bot-protected
- Get notified of new sign-ups and payments

### 3. Bring your staff in.
Every member's details live in one place, and you decide what each staff member can reach.
- Photo, date of birth and medical notes on every member
- Search that forgives half a name or a typo
- A log of who changed what, and when

**Staff permissions:**
- Edit plans & products (enabled by default)
- Cancel & pause subscriptions (enabled by default)
- Issue refunds (admin only by default)
- View payouts (admin only by default)
- Respond to chargebacks (admin only by default)

---

## The core product

The billing and member management every club gets.

- **Card on file**: Captured once through a secure link and verified with 3D Secure, then every charge that follows runs on the same card. Nobody types a card number twice.
- **Automatic retries**: A declined card is retried on its own. If it keeps declining, staff can send the customer a link to fix it — nobody has to send the awkward text.
- **Family billing**: One customer — a parent, usually — covers several members, each on their own plan, all on one card.

### Billing Features
- **Plans on any cycle**: Daily, weekly, monthly, trimester or yearly.
- **One-off charges**: Joining fees, grading fees, uniforms and gear go on the card already on file.
- **Pause & cancel**: A paused member is not charged, and comes back on the date you pick.
- **Refunds**: Full or partial, with the reason and a note kept on record.
- **NZ bank direct debit**: For families who would rather pay from a bank account.
- **Apple Pay & Google Pay**: Customers can pay with the wallet already on their phone.

### Your money
- **Payouts on your schedule**: See your balance, what is pending, and every payout that has landed.
- **Disputes**: You are told the moment one opens, and you submit your evidence from the same screen.
- **Fraud warnings**: A suspect payment is flagged so you can refund it before it becomes a dispute.
- **GST & CSV exports**: GST handled on your fee statements, and a full export of every transaction.

### Day to day
- **Member records**: Photo, date of birth and medical notes on every member.
- **Staff permissions**: Decide what each staff member can reach.
- **A full audit log**: Who changed what, and when.
- **Alerts & a monthly recap**: Push notifications for the things you care about, and a monthly recap of the club.

### Migration
We move your members and billing across from your current system, so there is nothing to re-enter.

---

## Modules — Built on request

Every club runs differently. You are not buying a fixed product and living with its gaps — you tell the founder what your club actually needs, and it gets built as a module for your club. You get the software you would have built yourself, without doing any of the building.

- **Grading**: A rank ladder, promotions, and every grading a member has been through.
- **Customer portal**: Let families sign in, add members, change a plan, or pause a subscription themselves.
- **Events**: Create an event, take sign-ups, mark who turned up.
- **Club website**: A public site for your club, fed from the data you already keep in Clubware.
- **Agreements**: Waivers and liability documents, signed digitally, versioned properly.
- **Member app**: Something for the members themselves — schedules, their own grading history.

---

## Testimonial

> "Clubware has been an absolutely incredible game-changer for our dojo.
>
> Before Clubware, I was spending at least 5 hours a month on admin and chasing late payments. Now, it's completely automated.
>
> Our member retention has significantly increased because the seamless auto-renewal process makes it so easy for parents.
>
> It just works."
>
> — Simon Greenhill, Head coach @ [North Shore Judo](https://northshorejudo.co.nz?ref=clubware)

**North Shore Judo on Clubware** (shared with the club's permission, figures rounded): club revenue up 125%, more than $20,000 collected, 12 months of billing without a gap, zero chargebacks.

---

## Pricing

### 10% per transaction, all-inclusive

Payment processing is included. Month-to-month, no lock-in.

Setup, pass-through costs such as disputes, and any modules your club adds are put in writing before you sign. Cancel any time with an email, and fees never change on less than 14 days' notice.

[Read full pricing breakdown and worked examples](https://clubware.app/pricing/)

---

## See your club in Clubware.

Half an hour with the founder, your setup on the screen, and a straight answer on what moving across would take.

- **Book a demo**: [calendly.com/arthur-auffray/clubware-demo](https://calendly.com/arthur-auffray/clubware-demo)
- **Email**: [hello@clubware.app](mailto:hello@clubware.app)
- **Status page**: [status.clubware.app](https://status.clubware.app/)
- **Privacy Policy**: [clubware.app/privacy/](https://clubware.app/privacy/)
- **Terms of Service**: [clubware.app/terms/](https://clubware.app/terms/)
- **Security**: [clubware.app/security/](https://clubware.app/security/)

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