Bookings, payments and membership renewals — one connected workflow for your AU club, association or course business
Connect Stripe, GoCardless or your existing gateway to your booking system, auto-renew memberships with smart payment retry, and push every invoice straight into Xero or MYOB. Built for Australian clubs, associations, wellness studios and training providers. Fixed-price.
- Auto-renewals with smart retry — no more manual chasing
- Bookings + payments + Xero invoices — one flow, no re-keying
- No per-member SaaS bill — you own the integration
- Lowest prices Fixed cost · no monthly SaaS bills · founder-led overhead
- High quality Sandbox-first · weekly demos · reconciled pre-launch
- Fast delivery Quote in 48 hours · live in weeks, not months
- Latest tech Latest APIs · v2 REST native · you own the code
- Stripe
- Square
- Xero
Real outcomes, by solving the real pain of disconnected bookings, payments and memberships.
- Auto-Renewals RunningMembership renewals chased manually each season — missed payments, lapsed members and angry spreadsheets.
- Payments RecoveringFailed card charges silently drop off with no smart retry or member notification loop.
- One Member DatabaseMembers in a spreadsheet, bookings in one tool and payments in another — nothing talks to anything.
- Bookings + Invoices LinkedClass or session bookings never reach Xero as an invoice — reconciliation happens at month-end by hand.
- Retention VisibleNo dashboard showing renewal rate, churn risk or which membership tier is actually growing.
Six booking, payment and membership capabilities
From the annual renewal cycle that no longer requires a staff member to chase 400 members with a spreadsheet, through class bookings that auto-invoice in Xero the moment payment clears, to the retention dashboard that shows your committee which membership tier is churning before renewal season -- all built around how your organisation actually runs.
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Membership Renewals
Automated renewal cycles with smart payment retry (Stripe or GoCardless), pre-expiry reminder emails and a self-service member portal for updating payment details. Handles annual, monthly, family, concession and life-member tiers. Gift memberships and pro-rata adjustments included.
- Auto-charge + smart retry
- Pre-expiry reminder sequences
- Self-service payment portal
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Bookings + Scheduling
Class, session, venue and event bookings with real-time availability, waitlisting, cancellation policies and capacity caps. Integrates with Calendly, Google Workspace Calendar or a custom booking engine we build for you. Zoom and Microsoft Teams links auto-generated for online sessions.
- Class · session · venue · event
- Calendly · Google Cal · custom
- Zoom + Teams auto-links
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Stripe & Payment Gateway
Stripe is our preferred gateway: card payments, direct debit, Afterpay, Apple Pay and Google Pay all wired in. Also integrate with Square, GoCardless (direct debit-first), Eway, NAB Transact and Tyro for clients with existing gateway relationships. All gateways feed into one payment ledger.
- Stripe · Square · GoCardless
- Eway · NAB Transact · Tyro
- One unified payment ledger
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Xero + MYOB Invoicing
Every booking confirmation and membership payment creates the right invoice, payment record and line item in Xero or MYOB automatically. Refunds, credits and gift memberships handled correctly. GST applied per-line. No manual export, no end-of-month catch-up.
- Booking payment → Xero invoice
- Refunds + credits + gift cards
- AU GST handled per-line
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Club & Association Management
Purpose-built for sports clubs, community associations and professional bodies. Member register, committee roles, working-with-children check expiry tracking, event sign-up, AGM attendance, financial reporting and association compliance documents. Swiftfox alternative when off-the-shelf doesn't fit your club's structure.
- Member register + roles
- WWC expiry + compliance docs
- Swiftfox alternative
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Retention & Reporting
Renewal rate, churn risk score, revenue-per-member and tier-growth tracked in a live dashboard. Lapsed-member win-back sequences via Mailchimp or Klaviyo. Training providers get enrolment fill-rate and completion reporting. Wellness businesses see class utilisation and instructor revenue.
- Renewal rate + churn dashboard
- Mailchimp · Klaviyo win-back
- Fill-rate + completion reports
A booking, payments and membership project, end to end
Three stages. Payment flows tested with real Stripe or GoCardless sandbox transactions before any member sees them. Cutover timed around your renewal cycle. Delivered personally by the founder.
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Week 0
Workflow Audit
15-minute scoping call. We map your membership tiers, booking types, current payment gateway, the accounting system (Xero or MYOB) and the manual steps causing the most pain — renewals, reconciliation, reporting or all three. Fixed-price quote inside 48 hours.
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Weeks 1–N
Build & Test
Two-week sprints with weekly demos against a real staging environment. Payment flows tested with real Stripe or GoCardless sandbox transactions. Renewal cycle tested across all membership tiers. Xero/MYOB invoice reconciliation verified each sprint before sign-off.
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Cutover
Go-Live
Production cutover on a planned window — timed around your membership renewal cycle so no live renewals are interrupted. Stripe webhooks registered, Xero OAuth connected, monitoring active. 30 days post-launch support included.
Before you book the scoping call
What types of organisations is this built for?
Sports clubs, social clubs, community associations, professional associations, yoga and pilates studios, gyms, allied health clinics, RTOs and training providers, venue and space operators, and any class or session-based business in Australia. The common thread is recurring membership or booking revenue that needs to flow cleanly into Xero or MYOB without manual reconciliation.
How much does it cost?
Fixed-price after a 15-minute scoping call. A focused membership + payments integration (Stripe renewals into Xero, one membership tier, auto-reminders) typically takes 3--5 weeks. A full hub (bookings + payments + membership renewals + Xero + member portal + retention dashboard) takes 6--12 weeks depending on complexity. You know the price before any code is written.
We use Swiftfox currently -- why would we move?
Swiftfox is a solid AU sports club product for clubs that fit its standard mould. We get called in when a club has non-standard membership structures (life members, family concession hybrids, multi-venue), needs Xero integration beyond what Swiftfox's export covers, wants a custom member portal on their own domain, or needs compliance reporting their committee has outgrown Swiftfox to produce. We build bespoke -- so the system fits the club, not the other way around.
Which payment gateways do you work with?
Stripe is our preferred gateway and handles cards, direct debit, Afterpay, Apple Pay and Google Pay. We also integrate GoCardless (best for direct-debit-first workflows), Square, Eway, NAB Transact and Tyro. If you already have a gateway relationship we work around it. All gateways feed into a single payment ledger that reconciles against Xero or MYOB.
Can it handle failed payments and smart retry?
Yes -- this is one of the most common pain points. Stripe's Smart Retry logic retries failed cards at statistically optimal times (not just "try again in 3 days"). GoCardless has its own retry schedule for direct debit. We layer automated member notifications (email + optional SMS) so the member knows a payment failed and has a self-service link to update their card before we retry. Lapsed-member sequences can then kick in if retry still fails.
Does it create invoices in Xero automatically?
Yes. Every booking payment and membership renewal creates the correct invoice, payment record and Xero contact automatically. Refunds, credits, complimentary memberships and gift membership redemptions are handled. GST is applied per line correctly. Reconciliation against Xero bank feed works without a manual export step.
Can members manage their own bookings and payments?
Yes. We build a member self-service portal on your domain (not a third-party subdomain) where members can view their membership status, book classes or sessions, update payment details, download invoices and manage their upcoming renewals. Login is passwordless magic-link or OAuth (Google Workspace / Microsoft 365) depending on your audience.
Do we own the code? What about ongoing maintenance?
Yes. Source code, Stripe webhook config, Xero OAuth setup, deployment scripts, monitoring config -- all yours in your GitHub from day one. No per-member or per-booking SaaS subscription to us. Ongoing maintenance is month-to-month, never locked in. Hosting stays on your AWS or Azure account so the running cost is at cloud pricing, not agency mark-up.
Best value · quote in 48 hours · code is yours · zero obligation
