Archery team fees, without the chasing.
How to set a fair season fee, collect it, and always know who has paid, with a free fee tracker you can open in Excel or Google Sheets.
CSV fileWorks in Excel and Google SheetsTotals and balances fill in for you
What a season fee should cover
- Range or gym time, and lane fees if you shoot at a shop
- Replacement arrows, target faces and repairs
- Insurance and program or membership fees
- Team shirts or uniforms
- Tournament entry fees, if the club pays them
- A cushion (often 10%) for the things nobody planned for
Add it up, divide by the number of archers you expect, and round to a number that's easy to say out loud.
Collecting it
Give families more than one way to pay: cash, check, scholarship programs such as Step Up for Students where they apply, and card. Tell everyone the due dates at sign-up, and offer a two or three part payment plan for larger fees.
Tracking it
The free fee tracker has one row per archer with the season fee, uniform, tournament fees, what's been paid, how, and when. The total due and the balance fill in for you. Share a read-only copy with your board, and keep the original with your treasurer.
Reminders that don't feel awkward
Send one friendly reminder a few days before each due date, to everyone who still owes, at the same time. It keeps it from feeling personal. Thank families as soon as they pay.
Questions
Should we charge one fee or by the item?
One season fee is easier for families and for your treasurer. Charge separately only for things not every archer uses, like tournament entries, private lessons or extra gear.
How do we handle families who can't pay?
Decide your scholarship or payment-plan policy before the season, write it down, and apply it the same way for everyone. Keep it private: only the treasurer and head coach need to know.
What about refunds?
Put your refund policy in writing at sign-up: for example, a full refund before the first practice, a partial refund before a set date, none after. Tournament entries are usually refundable only until registration closes.
Or let it track itself.
In Archers Track, invoices are created when families sign up, balances stay current, and one tap reminds everyone who is behind. Families can even pay online if you turn it on.
No card neededHosting tournaments is always free$399.99 a year or $39.99 a month for the full club