When do you take a renewal, and does the parent know it is coming?

A termly plan is charged a few days before the new term; a rolling plan tops up when the child is down to their last session or two. Either way the parent gets an email beforehand naming the amount and the card, and a receipt afterwards.

What happens with refunds and failed payments?

Refunds are one click, full or partial, and free up the places. A failed renewal is retried automatically and the parent is emailed to update their card; you see who needs attention on your billing page with the reason in plain English.

Where does the money go?

Straight to your own Stripe account, and from there to your bank on Stripe’s normal payout schedule. Kelvo never holds your money. Parents can pay by card, Apple Pay or Google Pay.

Money goes straight into your own Stripe account — Kelvo never holds it. Stripe pays out on its standard schedule (typically a few days after each charge), and you can see the balance and every payout inside Kelvo.

Some families still pay cash. Is that a problem?

No. Add them to the register as a walk-in and mark it paid in cash — no card, no fee. They are on the system for next time, and your takings still add up in one place.

Can parents cancel or change their booking themselves?

Parents can update their card, see every upcoming charge, book sessions from a pack, and upgrade a membership themselves. Cancellations and refunds stay with you — one click from the customer record — so a family always speaks to you first.

Payments & renewals

Stop chasing parents for money.

Every place is paid for when it is booked, and every renewal is taken on time — with a reminder before and a receipt after. When a card fails, Kelvo retries it and emails the parent for you. You hear about it only if it is still stuck, and again the moment it clears.

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Prefer to talk it through first? Get in touch.

A new website as well? We’ll build it, with your classes, prices and booking kept in sync automatically. Just ask.

Billing & activity

Renewals taken this week38
Retrying automatically2
Needs you0

All sorted: the Patel family’s £80 renewal went through on the retry. No action needed.

The conversations you would rather not have.

“Sorry, I forgot to transfer it”

Nobody holds a place they have not paid for. Checkout takes about a minute and a half on a phone, the card is charged there and then, and the confirmation is in their inbox before they put it down.

A card that fails on renewal day

The payment is retried automatically and the parent gets a plain email asking them to update their card, with a banner waiting in their account. Their child’s place is held while it is sorted — nothing is cancelled behind anyone’s back.

Finding out a family owes you three weeks later

Your billing page lists who needs attention and why, in words — “not enough funds on the card”, not a bank code. If a payment stays stuck you get one email about it, and one more when it is paid.

Refunds, credit and “can I pay cash?”

Refund in one click, in full or in part, and the place frees up. Give account credit instead and it comes off their next booking. Someone pays cash at the door? Record it on the register — no card, no fee.

What Kelvo does about it

Everything that happens around a payment.

Money

Renewals that look after themselves

A reminder before every charge, a receipt after it, and a failed card retried and chased automatically. Your billing page shows what is coming in the next 30 days and who needs attention — in plain English.

Money

Told when a payment is stuck — and when it clears

A failed renewal is retried and the parent is emailed without you lifting a finger. If it is still stuck you get one email saying who, how much and why in plain English — and another when it is paid, so you never ring a family who has settled up.

Money

See who has paid

Every family is charged on the plan they chose, so the customer list says paid, due or failed — no bank-statement reconciliation, no chasing a standing order someone forgot to set up.

Money

Account credit

Give a family goodwill credit and it is used automatically at their next booking or renewal. See every grant and where it went; refund it to card within 30 days if they ask.

Selling

Discount codes that go somewhere

Percent off, a waived joining fee, for the first N payments or for as long as they stay. Scope a code to a class or a plan, cap its uses, or send it to a list of families who have never booked.

Selling

Yearly, quarterly or monthly — their choice

Offer the year as a one-off and the quarter or month as a rolling plan; the parent picks at checkout and Kelvo collects on that schedule, with a reminder before every charge.

Operations

Walk-ins and cash

Someone turns up unbooked: add them to the register on the spot and take cash, no card, no fee. They are in the system for next time.

Operations

Every change on the record

Who changed a price, cancelled a session or downloaded a register, when, from where, with the before and after. Sensitive actions are logged; you can answer any question a parent asks.

In use

Organisations that got their time back — and made their income predictable.

SG Sport

Multi-sport · London

Moved off Omnify

From one-off blocks to recurring revenue

Every parent bought a block for the term, then had to be chased to buy the next one. Revenue reset to zero at every term boundary.

Live on Kelvo in days. Moved before the new term and put existing customers straight onto recurring plans. Renewals charge automatically, parents get a reminder first, and failed cards are retried and followed up without anyone lifting a finger.

Term-by-term chasing → renewals that run themselves.

The 7 Academy

Football · Surrey

Moved off GoTeamUp · Microsoft Bookings · Mailerlite · a bespoke website

Off four tools, onto one

Bookings on GoTeamUp, trials on Microsoft Bookings, emails on Mailerlite and a website that could not take a payment. Four logins, four bills, nothing talking to each other.

Live on Kelvo in days. Schedule, members and plans brought across; one branded booking site; parents book and pay in under two minutes; coaches mark registers on their phone.

Four systems → one. £0 a month.

Questions

Common questions.

Not answered here? Ask us — usually within a working day.

When do you take a renewal, and does the parent know it is coming?: A termly plan is charged a few days before the new term; a rolling plan tops up when the child is down to their last session or two. Either way the parent gets an email beforehand naming the amount and the card, and a receipt afterwards.
What happens with refunds and failed payments?: Refunds are one click, full or partial, and free up the places. A failed renewal is retried automatically and the parent is emailed to update their card; you see who needs attention on your billing page with the reason in plain English.
Where does the money go?: Straight to your own Stripe account, and from there to your bank on Stripe’s normal payout schedule. Kelvo never holds your money. Parents can pay by card, Apple Pay or Google Pay.
When do we get paid?: Money goes straight into your own Stripe account — Kelvo never holds it. Stripe pays out on its standard schedule (typically a few days after each charge), and you can see the balance and every payout inside Kelvo.
Some families still pay cash. Is that a problem?: No. Add them to the register as a walk-in and mark it paid in cash — no card, no fee. They are on the system for next time, and your takings still add up in one place.
Can parents cancel or change their booking themselves?: Parents can update their card, see every upcoming charge, book sessions from a pack, and upgrade a membership themselves. Cancellations and refunds stay with you — one click from the customer record — so a family always speaks to you first.

Take your next term’s money without sending a single reminder.

We’ll set up a branded booking page with one of your real classes and walk through it with you live. 30 minutes.

Start for free See pricing

A new website as well? We’ll build it, with your classes, prices and booking kept in sync automatically. Just ask.