Get started with payments

In this article you will learn how to get started with payments in your 360Player organization, from connecting your account to setting up your first automatic invoicing.

In this article:

Get payments access
Connect to Stripe
Create your contacts database
Set up billing contacts
Create your first product
Create your first invoice/subscription

Get payments access

In order to get started with Payments and Memberships within 360Player, you need to get access to the features. This can be done by contacting your 360Player assigned support staff, or by sending an email to payments@360player.com.

Access to payments are available to members of the top level group within your club structure. Special capabilities will be set to selected people in that group that will handle payments. It is recommended that people who can manage payments also have access to your organization's bank accounts and information.

Connect to Stripe

Once you have gotten access to the Payment and Membership features, you will see that your menu looks a bit different within the top level group. On your Home page, you have the opportunity to Connect with Stripe. Stripe is one of the world leaders within online payments infrastructure, and your organization will be connected to them in order for all transactions to be processed. It is 100% safe and secure. In order to connect, you will need the correct bank account information to your organization.

Follow the step-by-step guide that opens once you choose to connect. In less than 10 minutes all of your billing will be set up for you to start automatically invoicing your members.

Once the initial Stripe set up is done, you get the opportunity to select your organization's currency. It is important that you select the correct one from the start. Once your currency is set, you may get started with setting up your products and invoicing.

You can always get additional help from 360Player staff in order to set up your invoicing properly. We can help you to brand your invoices, set up your payout schedule, and also help you get going with your first products and invoices. Send an email to payments@360player.com and we will help you.

Create your contacts database

The 360Player contact database is a full registry of all the people in your organization. If your club already has active users in your organization, these will automatically be present in the Contacts list from the start.

In order to create a new contact, just click the New Contact button and you can create one right away. You have the possibility to add the contact to a group, as well as set a billing contact (where all invoices will be routed) directly in the creation flow.

Set up billing contacts

Billing contacts are a unique part of the 360Player Payment system. A billing contact is a contact that is connected to another contact, for example, the mother of a player can be connected as a billing contact for that player. This means that all invoices assigned to the player will automatically be sent to the mother instead.

You can add a billing contact while creating a new contact, but you can also navigate to the Single Contact view by clicking a contact in the contacts list, and edit the billing info to assign a billing contact there.

It is recommended that you connect all of your billing contacts before you get started with invoicing.

Create your first product

Once your contacts are set up, we can get started with creating products. Navigate to the Products view, and get started by setting up a new category by clicking the New category button. In our example we will create a category for club memberships, as well as a category for kits and gear.

Once our categories are created, we create our products by clicking the New product button. Follow the instructions and set a category, a title, and a description for the product.

Product pricing

On each product we can add multiple prices. For example we can multiple recurring prices for different billing cycles. We can let our customers pay a monthly fee of $20, or a yearly price of $220. The levels of pricing and eventual benefits for paying more up front is of course up to you. Recurring prices will generate subscriptions for your customers when purchased. You can also create one time pricing, which means that no subscriptions will be created through those prices.

In our example, we set up two pricing options for our Membership.

You also have the ability to set a standard tax rate for each price. Tax rates are set up in the Taxes tab on the Products page.

Create your first invoice/subscription

We now have connected to Stripe, created our Contacts database, and set up our products and pricing options. Now it's time to create some payments!

You can either select multiple contacts from the contacts-list and use the Actions-button to send an invoice, or click on the New order button on the Invoice/Subscription pages that can be found under Payments in your menu.

Selecting invoice recipient

The first step of invoicing is to decide who will receive the invoice. We have two options:

Send one invoice to each contact
This option will send a unique invoice to the billing contact of each assigned user.
Sum up everything and bill one contact
This option will generate one invoice/subscription for all assigned contacts and send them to one billing contact that we choose in the same step. (Imagine if a sponsor should pay for the kits of 10 players.)

Choose contacts

Once we have selected recipient options, we select the contacts that we want to assign products to. These products will be shown on each contact's profile so we know who has purchased what. If we selected option 1 in the recipients step, all invoices created will be sent to each assigned contacts billing contact.

Assign products

Now we can select products that we want to add to the invoice/subscription. Clicking Add products allows us to either create a new product or choose one from the library. If we choose a product that has multiple pricing options, we also have to select which pricing option we want to bill. If we select a recurring price, 360Player will automatically create a subscription that will continuously bill each assigned contact on the given billing cycle.

Invoice and subscription settings

The final step is to set the terms of our invoice/subscription. The general setting allows us to change the due dates of the invoice, as well as send a description together with the invoice. If we chose a recurring price, we get a few options to schedule the subscription, set an end date if needed, or add a trial. If we add a trial, the first invoice on the subscription will be sent after the initial trial period.

Auto-charging - Enabling auto charging will automatically try and deduct funds from your customer's bank account or card each billing cycle. When creating a new subscription, your customer will always pay the first invoice manually, and the following ones will be paid automatically. You can change the auto-charge settings when editing an existing subscription.

Click Send invoice to finalize the flow once you are ready.

5. Finished!

We have now created our first invoices/subscriptions. They can be found below Payments in your menu. All invoices will be in a Draft stage for one hour before they are automatically finalized and sent, so you have the opportunity to find any errors.