Swim school billing software for lesson packs and term fees

Most swim schools use one or more of the models below. In Ateliem, each is an enrollment: a swimmer, a level, a pack or plan, optional start and end dates, and a fee.

Packs are set up once per level in your catalog, for example “Level 2 · 10 lessons · $180”, and picked when you enroll a swimmer. Prices here are examples. You set your own.

Use Collect payment on a swimmer’s row, pick the enrollment, and enter the amount, the method (cash, card, transfer or other) and the date. Part payments are fine: the enrollment shows the fee and what’s paid so far, like “$180 fee · $90 paid” (example amounts).

• Who owes is a ready-made list on your swimmer list, and the total due sits on your Today screen.
• Overdue balances are flagged once their date has passed (for a pack, the enrollment’s end date).
• Parents see their total owed and which items are overdue in their own login, with a button to message you.
• Managers at the front desk can collect payments. Only the owner sees the finance page.

Ateliem records payments. It doesn’t take them. Keep your card reader, bank transfer or payment link, and log the payment in a few seconds.

When an instructor takes the register, each swimmer who attended uses one lesson from the pack that was open on that lesson’s day. You don’t need to count anything by hand. Ateliem lists swimmers with only a few lessons left and swimmers whose pack has finished, so the renewal conversation happens before the next lesson. A finished pack can’t be marked present again until you renew it, so free lessons don’t pile up.

• Income, expenses and profit for any range, compared with the previous period
• A cash-flow chart, income by instructor and by level, and profit by location if you have more than one
• Bills to pay (rent or pool hire, utilities, instructor pay, suppliers), with due and late items on Today
• Sell goggles, caps and swim gear. Stock goes down when you record the sale.
• Download your swimmers, packs, payments and attendance as a CSV at any time

• It doesn’t process card payments or store cards.
• There’s no autopay or recurring charge.
• It doesn’t email invoices or send automatic payment reminders. You can message parents in the app, and they see their balance when they log in.
• There’s no accounting integration such as QuickBooks or Xero. Use the CSV export instead.

If online payments and autopay are must-haves, compare dedicated platforms using our swim school software buyer’s guide. If you mainly need to know who has paid, who owes and whose pack is ending, Ateliem does that for a fraction of the setup. See all swim school features or read how to price class packs.