Know who owes what, every day
Card, bank transfer, Zelle, check and cash payments all post to the family's balance. Statements, receipts and your books follow. Nothing charges a card or writes to your books until you turn it on.
Invoices from registrations
Bill each family from their registrations: tuition by grade and term, add-ons, early bird and family discounts, and neighborhood prices. After a change, recalculate and review the before and after first.
- Credits for a scholarship or a canceled week, kept separate from money received.
- Refunds, chargebacks and bounced checks recorded with their reason.
- Gifts and pledges recorded separately from tuition, with a receipt that shows your tax ID.
Every payment method in one list
Families pay by card or bank account from their own page, in full or in scheduled payments, through your camp's own Banquest or Sola Payments account. Record checks, post-dated checks, cash and wires in a few clicks. A photo of a check can fill in the details.
- Take a card payment while a parent is on the phone.
- Parents can call your phone line, hear their balance and pay with their saved card.
- Each morning, card and bank payments are compared with your records, and any differences are listed.
Zelle, matched to the right family
Forward your bank's Zelle emails to your camp's private address. Each Zelle payment is recorded on the family named in the memo. When the match is uncertain, it waits for you to confirm or choose the family.
Your books stay up to date
Families, invoices and payments go to QuickBooks Online, Xero or QuickBooks Desktop, so your bookkeeper doesn't enter everything twice. Sending stays off until you turn it on, and starts in practice mode so you can review what it would write first. Or download a spreadsheet for your bookkeeper.
Budgets and expenses
Plan the season's costs, record camp expenses with a photo of the receipt, and track spending against the budget.
Questions about billing and payments
Does CampOffice ever charge a card automatically?
Only for a payment plan the family set up, on the dates they agreed to. Nothing else is charged unless someone in the office clicks the button.
Can we pass the card fee to parents?
Yes, if you choose. The fee is capped and never added to debit cards.
Do we have to use QuickBooks?
No. Accounting is optional. Keep everything in CampOffice, or download spreadsheets for your bookkeeper.
Which payment processor do we need?
Card and bank payments go through your camp's own Banquest or Sola Payments account. Checks, cash and Zelle don't need a processor.
Can families pay in monthly payments?
Yes. Families can pay in full or set up scheduled payments on their own page. You see every plan and the payments still to come.
How does Zelle get matched to a family?
Forward your bank's Zelle emails to your camp's private address. Each payment is recorded on the family named in the memo. When the match is uncertain, it waits for you to confirm.
Can we give scholarships or discounts?
Yes. Early bird and family discounts are set with your prices. A scholarship is a credit on the family's account, kept separate from money they paid.
Can we record checks and cash?
Yes. Record checks, post-dated checks, cash and wires in a few clicks. A photo of a check can fill in the details.
See how it works for your camp
Explore a sample camp with made-up families, or tell us about your camp and we will show you how CampOffice would work for it.