Stingray Families,

As many of you know, we've been working through the best way to bill for invitational meet entry fees during our first season using SwimTopia. While the Team Store method worked, it also created some confusion regarding event quantities, relay fees, processing fees, and payment amounts.

First, thank you all for your patience and flexibility as we continue to refine our processes and learn the capabilities of our new systems.

Moving forward, invitational fees will be billed directly through QuickBooks, which should make the process much simpler for everyone. Rather than calculating fees and selecting quantities in the SwimTopia Team Store, each family will receive an invoice showing their specific charges and total amount due.

Please note: Families with swimmers who participated in the Overlook Opener, Black Knight Invitational, or who have outstanding invitational fees from prior meets should expect to receive a QuickBooks invoice. Any unpaid fees from these events have been included in your family's invoice. If you know your swimmer(s) participated in an invitational event and you do not receive an invoice, please contact me so I can verify your family's billing information.

When you receive your invoice:

1. Open the QuickBooks email.
2. Click Review and Pay.
3. Review the invoice details and charges, including the swimmers associated with your family's invoice.
4. Submit payment securely online using the available payment options.

This new process eliminates the need to calculate fees, add processing fees separately, or match Team Store quantities to a billing email. It will also allow us to provide more detailed billing information, better track payments, and reduce the number of reminder emails and follow-up requests needed throughout the season. Slightly more detailed instructions are attached. 

QuickBooks invoices have now been issued and are ready for payment. If you do not receive an invoice, please check your spam/junk folder. If you still cannot locate it, please contact me so I can verify your family's billing information.

We kindly ask that invoices be paid promptly. Please note that outstanding invitational balances may impact a swimmer's eligibility to participate in future invitational meets until those balances are resolved.

Thank you again for your patience and support as we continue improving our systems and making things easier for our Stingray families!

Adam Matchette
Treasurer, Hempfield Stingrays