Support
TeamFees helps a volunteer treasurer split team costs, collect what each family owes, and pay people back — without ever handling the money. Start with the section that sounds like you.
For parents
You've been invited by your team's treasurer. What TeamFees is, what you owe, and how to pay it.
- You've been invited to TeamFees — what is this?Your team treasurer uses TeamFees to track team costs and what each family owes. Here's what the invitation is and whether it's legitimate.
- Creating your loginSet a password from your invitation link, and what to do if the link has expired or you never got one.
- Seeing what you owe and what it coversYour Payments page shows each fee, what's been paid, and the full breakdown of expenses behind it.
- How to pay your team feesCard, bank transfer, Venmo, PayPal or Zelle — which options you'll see depends on what your treasurer set up.
- Why a payment you made still shows as unpaidVenmo, PayPal and Zelle can't tell TeamFees anything, so those payments wait for your treasurer to confirm them.
- Getting paid back for something you boughtPaid for team snacks or a hotel out of pocket? Submit it and follow it through to reimbursement.
- Seeing where the team's money goesEvery family can see the full expense list and the team ledger. Nothing about team spending is hidden from you.
For coaches
Submit what you've paid out of pocket and follow it through to reimbursement.
- TeamFees for coachesWhat your treasurer has given you access to, and what you can do with it.
- Submitting expenses and getting paid backPer diems, mileage, team meals, equipment — submit them and follow each one to reimbursement.
- Why you don't have a Payments pagePayments is about what your own child owes. Coaches get Reimbursements instead.
For treasurers
Running your team's books, in the order a season actually happens.
- Setting up your teamThe six steps from an empty account to your first payment request, and what order to do them in.
- Adding players and parentsYour roster is the foundation — fees, emails and payment tracking all key off it.
- Importing a roster from a spreadsheetBring a whole roster in at once from a CSV, whatever the column headings are.
- Inviting parents to TeamFeesSend families a link to create their login, and see who has actually signed up.
- Adding and inviting your coachGive your coach a login so they can submit their own expenses and see what they're owed.
- Expense groups explainedThe central idea: a bundle of costs, split across the players who took part.
- Adding expenses to a groupList what the team is spending, who it's paid to, and whether it's been paid yet.
- Recording donations and sponsorshipsMoney coming in from outside the families lowers what everyone owes.
- Assigning players and calculating feesChoose who's taking part, split the cost, and override individual amounts where you need to.
- Sending payment requests and remindersEmail families what they owe — this is what bills them — and chase the ones who haven't paid.
- Recording a payment you receivedVenmo, Zelle, cash and cheques need recording by hand. Here's how, and how to fix mistakes.
- Accepting card and bank payments with StripeThe only payment method that records itself. What it costs and where the money lands.
- Processing expenses submitted to youParents and coaches can submit what they paid out of pocket. Here's how to file and pay them.
- Understanding the ledgerEvery dollar in and out, in order, with a running balance — and what you can export.
- Running more than one teamSeveral teams on one login, and cloning a team to start a new season.
- Closing out a seasonFinish the books, stop being billed, and keep everything readable.
Billing and your account
What TeamFees costs, the free trial, and managing your subscription.
- What TeamFees costsOne subscription per team, paid by the treasurer. Families never pay TeamFees anything.
- The free trialEvery new team gets a trial with no card required. Here's what happens when it ends.
- Subscribing and managing your billingStart a subscription, change your card, get invoices, and see when you'll next be charged.
- Using a promotional codeWhere to enter a code, and what to do when one is refused.
- Cancelling, closing, or deletingThree different things with very different consequences. Pick carefully.
Your money and your data
Where payments actually go, what we store, and who can see what.
- TeamFees never touches your moneyPayments go from families straight to the treasurer. We calculate and record — we don't hold funds.
- What data TeamFees storesNames, emails, and what's owed and paid. No card numbers, no bank details — ever.
- Who can see whatTreasurers see everything. Parents see the team's spending and their own family. Coaches see spending and their own reimbursements.
Troubleshooting
When something isn't behaving the way you expected.
- A parent didn't get the emailNearly always spam or a typo in the address. How to check, and how to confirm what was actually sent.
- A payment hasn't appearedWhether this is expected depends entirely on how it was paid.
- Can't sign inWrong address, no password set yet, or an expired invitation — and how to tell which.
- A fee is the wrong amountUsually a change made after fees were calculated. Here's how to find and fix it.
- The team has gone read-onlyA lapsed trial, an unpaid subscription, or a closed team. Nothing has been deleted.
- Contact usStill stuck? Here's how to reach a person, and what to include.
Still stuck?
If you're a parent or coach, your treasurer can usually sort out anything about a payment or reimbursement faster than we can. Otherwise get in touch.