Integration Hub · Booking & Membership

Membership Software Integration Services
so the weekend takes its own payments.

For Australian clubs, associations, community groups, training providers, venues and instructor-led businesses. Built around the website and member platform you already use.

Membership software integration services and booking system integration services for Australian clubs, associations, community groups and venues, so Monday morning is not spent chasing the weekend payments and Friday afternoon is not spent reconciling renewals.

The Booking, Payments & Membership Hub wires it together. Online booking on the site you already have, payments through Stripe or Square, reconciliation to Xero or MYOB, member self-service and renewals that chase themselves.

Book a 20-min scoping call Call 0425 531 127
  • Same week First online booking after launch
  • +15–25% On-time renewal lift, typically
  • Your site Embedded in WordPress / your CMS
  • AU-wide Perth-based · servicing Australia
  • Fixed Price scopes, no surprises
  • Connects Stripe · Square · Xero · MYOB · SwiftFox
Australian owned and operated

Built here. Your data stays here.

  • No offshore development. Everything is written by our own team in Australia. Nothing is subcontracted overseas.
  • Your data stays onshore. Hosted in Australia, on infrastructure you own, under Australian law.
  • Every state, not just ours. Perth, Melbourne, Sydney, Brisbane, Adelaide and everywhere between.

Booking and payment systems we connect

Bookings, payments and members in one place

Your booking platform, payment processor, website and accounting system all hold part of the same member. We connect them, so a booking is paid, receipted and reconciled without anyone copying it across.

Tell us what you run See every integration
Membership Software Integration Services

Pick the booking or payment system you run

Every booking system integration services and Stripe integration services australia build below has a dedicated leaf page. Booking, payment gateway and club and association software services we connect to accounting, CRM and operations, for Australian clubs, associations, venues and training providers.

What a booking integration actually is

Every booking you take makes work in three other systems

A booking is never just a calendar entry. It is an invoice, a roster change, a customer record, a confirmation and sometimes a refund. Doing that by hand puts a ceiling on how many bookings you can take without hiring admin staff.

What you already run

  • Booking or membership platform
  • Payment gateway
  • Accounting
  • Rostering
  • Email and SMS
What we build

One booking-to-payment layer

Bookings, changes and cancellations flow through to invoicing, rostering and communications automatically, with the reconciliation between the gateway and the ledger handled rather than checked by eye.

Get a fixed-price scope

What you get

  • Bookings become invoices and roster entries on their own
  • Payments and refunds reconcile without a manual match
  • More bookings without more admin hours
Membership software integration services we deliver

Renewals, receipts and reminders that run on their own

Each tab is a typical booking system integration services or payment gateway integration services engagement, online booking, membership renewals, Stripe or Square reconciliation, member comms, self-service portal and reporting. Pick what hurts first; the rest can follow in stages.

Self-service booking that runs without your office

The shape. Visitor lands on your site, picks a class / court / appointment / event from a live calendar, fills a short form, pays the deposit or full fee, gets the calendar invite and SMS confirmation. Office finds out it happened from the dashboard.

What we connect. Embedded into your existing WordPress site or a thin custom booking app. Calendar feeds out to Google Calendar / Outlook. Payments routed through Stripe or Square. Off-hours signups land the same minute, with capacity limits enforced at the form.

Renewals that run themselves and lapsed-member campaigns that actually fire

Member records & renewal cycle. One profile per person, contact, membership tier, payment method on file, attendance history, communications. Reminder 30 days before renewal, automated bill 7 days before, renewal email on the day, follow-ups on day 7 and day 21 if it lapses. Optional manual escalation only when the structured sequence has played out.

Lapsed-member workflow. Members who lapse drop into a re-engagement sequence, a personal note, an offer, a path back. The structured campaign runs even when no one in the office has the bandwidth to drive it.

Money in the bank, matched to the member, reconciled the same minute

How customers pay. Pay-on-booking via Stripe or Square. Saved payment method for recurring memberships. Direct debit for annual fees where appropriate. Payment links on every invoice. Tap-to-pay at events for walk-ups.

What happens behind the scenes. Every payment matches to a specific member and a specific booking or invoice, then pushes into Xero or MYOB with the right tracking category. No more matching bank transfers by hand, chasing unpaid bookings or treating refund processing as an afterthought.

Every member touchpoint, tied to the right event and the right person

Transactional & campaign comms. Booking confirmations, reminder SMS the day before, on-the-day check-in details, post-event thank-yous and payment receipts, all tied to the booking record. Newsletters, event invitations, renewal reminders and lapsed-member re-engagement run on Mailchimp or HubSpot with member segments synced from the database.

Two-way. Members reply by SMS or email, and the reply lands against the booking or member record, not in someone's personal inbox. The next time anyone in the office picks it up, the conversation history is right there.

Self-service for members, real numbers for the board

The member portal. Members log in to see their bookings, membership status, payment history, certifications, points or credits. They renew themselves, update contact details and book future events without ringing the office.

Admin & board reporting. Membership numbers, attendance, revenue by event type, lapsed members, top members, age and demographic mix, refreshed continuously from live data, not exported monthly. AGM presentations build from the same dashboard the office uses on Monday mornings, so the conversation moves from "are these numbers right?" to "what do we do about them?"

Capabilities catalogue

Everything we connect for clubs, venues & associations

Every capability below has been delivered for a real Australian club, association, training provider or venue, from a single Stripe-to-Xero reconciliation to a full bespoke member platform spanning WordPress, SwiftFox, Rezdy and HubSpot. If your scenario is not listed, ask, we build bespoke.

Booking & scheduling platform integrations

  • Rezdy tour & activity booking integration, bookings, vouchers and agent commissions reconciled
  • Custom event & booking portal development, bespoke registration flows
  • Bespoke booking & scheduling software, calendars, capacity, recurring sessions
  • Calendar feed integration, Google Calendar, Outlook, iCal subscriptions for instructors and members
  • Class / session / appointment availability sync across multiple staff and rooms
  • Multi-day event registration with ticket tiers, member-tier pricing and add-on products
  • Waitlist automation, promotion, deadline-based acceptance and refund handling
  • Recurring class / session bookings with bulk-edit and series management

Payment processor integrations

  • Stripe pay-on-booking integration, payment links matched to invoices and members
  • Square POS integration, walk-up payments tied to member records
  • Recurring billing & subscription management for membership tiers
  • Saved-card payments for renewals, expiring-card workflows and dunning automation
  • Direct debit and BPAY for annual membership fees where appropriate
  • Stripe / Square payments to Xero automated reconciliation
  • Stripe / Square payments to MYOB automated reconciliation
  • Refund processing rules, automated partial refunds, credit notes and waitlist swaps
  • Merchant-fee deduction handling and end-of-day takings reconciliation

Member, event & customer portal builds

Email, CRM & lifecycle marketing integrations

  • HubSpot integration, member-segment sync, lifecycle stages, renewal workflows
  • SwiftFox integration, member system of record connected to comms, accounting and reporting
  • Mailchimp audience sync, automated segments for prospects, members, lapsed and returning
  • Transactional comms, booking confirmations, reminder SMS, post-event thank-yous
  • Renewal cadence, 30-day heads-up, 7-day auto-charge reminder, day-0 receipt, +7-day follow-up
  • Lapsed-member re-engagement campaigns with structured three-touch sequence
  • Event invitation campaigns targeted by member tier, geography or attendance history
  • Two-way SMS / email replies landing against the member record, not someone's personal inbox

WordPress & WooCommerce booking / payment workflows

  • WordPress integration, booking, member login and event registration embedded in your existing site
  • WooCommerce integration, merchandise, ticketing and sponsor-product sales
  • WooCommerce member-tier pricing, automatic discounts applied at checkout
  • WordPress event registration plugin replacement, connected to the member database
  • WooCommerce subscriptions for recurring memberships with Xero / MYOB reconciliation
  • WordPress REST API custom shortcodes for inline booking calendars and member dashboards
  • WordPress single sign-on across booking, member portal and forum
  • WordPress / WooCommerce to HubSpot two-way sync for member campaigns

Membership accounting & reconciliation

  • Stripe to Xero reconciliation, recurring memberships and one-off bookings matched to invoices
  • Square to MYOB reconciliation, walk-up payments matched to member records
  • Subscription revenue recognition across membership tiers and renewal cycles
  • Member-payment reconciliation by booking, event or fee category
  • Grant-funded vs commercial revenue tracked separately via Xero / MYOB tracking categories
  • Sponsorship and event-revenue categorisation for board and auditor reporting
  • Foreign-currency event ticketing reconciled with FX gain/loss handling
  • Failed-payment workflows, expiring cards, declined renewals and dunning escalation
  • BAS-ready GST treatment for member fees, event income and merchandise sales

Booking, payment and membership integration scope

  • Online booking system integration with your accounting ledger
  • Booking software integration services for venues, clinics and tours
  • Connect booking system to accounting so every booking is invoiced
  • Integrate booking and payment systems into one reconciled flow
  • Membership management system integration across renewals and dues
  • Club membership software integration for sporting and social clubs
  • Connect payments to accounting software with fees split out
  • Membership system integration services including lapsed-member recovery
  • Automate booking confirmations and invoices without manual sending
  • Connect online bookings to Xero with deposits and balances tracked
  • Event booking system integration for ticketing and attendance
Case study

Industry association: a member portal that took the office off the renewal hamster wheel

A national industry association with 4,000+ members across multiple membership tiers. We built a member portal embedded into their existing WordPress site, automated the renewal cycle with structured reminder cadence, wired member fees directly into Xero, and built a board-grade reporting dashboard. On-time renewals lifted, lapsed-member campaigns started firing automatically, and the office stopped being a renewal switchboard.

Read the full case study
4,000+ Members migrated to self-service portal
+22% On-time renewal rate, year one
Daily Board dashboard refresh (was monthly)
60% Drop in office renewal phone calls

Renewals used to be a four-week chase every year, three staff splitting the spreadsheet, ringing through the lapsed list, manually billing. The first year after launch, the renewal cycle ran itself. The office still talks to members, but now it is about programs and events, not chasing money. Membership grew 18% in the first 12 months and admin headcount didn't.

General Manager National industry association, Sydney
How It Works

How your membership project runs, step by step

Every engagement is different, but the delivery structure stays consistent.

  1. Discovery & scoping

    15-minute scoping call to map your booking, payment and membership stack, and the systems it needs to talk to (accounting, CRM, member portal). Fixed-price quote inside 48 hours.

  2. Design & mapping

    Workflow blueprint: booking rules, payment matching, membership renewals, refunds and reporting endpoints. Documented and reviewed before any code is written.

  3. Build & parallel-run

    Integration built in a sandbox and parallel-run against live bookings for two weeks. Payment matching, deposit handling and membership rules validated before production.

  4. Launch & handover

    Production cutover on a planned window. Team training, monitoring active, 30 days post-launch support. Documentation and source code handed over in full.

FAQs

What clubs and associations ask before starting

What do membership software integration services actually cover?

HELLO PEOPLE delivers membership software integration services and booking system integration services for Australian clubs, associations, community groups, training providers, venues and instructor-led businesses. We wire online booking into your existing site, connect Stripe and Square payments to Xero or MYOB, sync SwiftFox or WordPress member data across systems, and build the renewal, comms and reporting layer around what you already run.

How much do booking and payment integration services cost?

Every membership software integration project is fixed-price scoped after a free 15-minute call, no hourly billing. A Starter Hub with bookings and payments wired to your existing site is the smallest engagement; a Member Hub with full booking, member portal, reconciliation and comms is mid-tier; a Custom Community Platform for multi-region associations is the largest. You know the cost before any work starts.

How long do booking system integration services take to launch?

A Starter Hub (bookings and payments wired to your existing site) goes live in 3 to 5 weeks. A Member Hub (full booking, member portal, reconciliation and comms) runs 8 to 12 weeks delivered in stages, your highest-value piece is live inside the first month. A Custom Community Platform for large multi-region associations runs 3 to 6 months in stages.

We use SwiftFox or revSPORT already, do we need club and association software services?

Probably not as a replacement, these platforms are good at what they do. HELLO PEOPLE fills the gaps around them: the booking flow, the payment gateway integration services, the accounting reconciliation, the comms automation and the reporting layer. Your team keeps the platform they know; the workflow around it gets cleaner.

We use WordPress for our site. Can we keep it with your booking and payment integration services?

Yes, and we usually recommend it. HELLO PEOPLE embeds the booking flow, member login and event registration directly into your existing WordPress site so members see your branding and content. No sending people to a separate SaaS-branded URL, and no fighting between disconnected plugins.

How do your Stripe integration services and Square payment gateway integration services actually work?

We integrate with Stripe, Square or both. Members pay online at booking or renewal; walk-ups pay by tap-to-pay at events; recurring memberships charge automatically from a saved card. Every payment reconciles to the right member and the right invoice in Xero or MYOB automatically. Refunds follow defined rules, no email-based bespoke processing. Merchant-fee deductions and failed-payment workflows handled automatically.

Are member privacy and payment data handled safely?

Yes. We never store card details ourselves, Stripe and Square hold the tokens, and members manage their own payment methods through the portal. Member data sits in your existing systems where you already have privacy controls; we move data between systems via authenticated APIs only. Compliance with Australian Privacy Principles is baked in.

Do we own what your club and association software services build?

Yes. Every membership software integration engagement results in working software that you own outright. No per-member SaaS subscription to us. Optional ongoing support agreement covers bug fixes, integration maintenance and small feature additions, but the system is yours and you can take it elsewhere if circumstances change.

Tell us how bookings and renewals run today

How do bookings, signups or renewals happen today? What platforms are already in play (WordPress, SwiftFox, Stripe, Square, Xero, MYOB)? What is the office spending the most time on? We will respond with a booking and payment integration services recommendation and a fixed-price scoping call.

Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.