Welcome to SwimTopia! 

You'll find information about our billing contact information, processes and policies below.

>>Note: If you need product support ➞ See SwimTopia Support Options

Covered in this Article: 

• Billing Contact & Address
• Team Billing Contact Upkeep
• Trial Period Invoice Process
• General Invoice Process
• “Extra Athlete” Invoices 
• Renewal Invoices 
• Late Payment Policy

➧ Billing Contact & Address

➞ Email (Preferred)

• For the most efficient response, email billing@swimtopia.com for all billing-related questions.

➞ Phone Support (billing inquiries only)

• You are welcome to call at 877-856-2940 (Ext 3) from 9am-6pm M-F 

➞ Mailing Address for Checks

Team Topia, Inc.
8127 Mesa Drive
Suite B206-223
Austin, Texas 78759

➧ Team Billing Contact Upkeep

To ensure we can reach someone from your team responsible for billing inquiries and invoicing throughout the entire year, we ask that you:

➞ Keep your Billing Contact information up-to-date.

From the Admin portal go to Settings > Billing Contact

As the Billing Contact for the team changes, update the contact details so that SwimTopia always has current and correct billing contact information.

➞ Check the Billing Contact email address regularly throughout the year.

We sometimes need to correspond with the Billing Contact in the off-season, so email addresses that are only monitored during the season are not recommended.

➞ Add billing@swimtopia.com to your address book.

Instruct new billing contacts to do this when you transfer ownership of this role.

➧ Trial Period Invoice Process

You will not be billed immediately. Within a week of the end of the free two-week SwimTopia trial period, the initial “Team Plan” invoice is emailed to the Billing Contact listed on the team’s signup form.

➞ Summer/Rec Team Plan Account

Invoice based on the Team Plan that most closely matches the "approximate number of athletes" you entered on the signup form (sometimes we round up or down, depending on the number of athletes entered). Additional athletes will be billed mid-summer after most team registrations have closed. 

➞ Middle/High School Team Plan Account

Invoice covers all athletes in the school’s swim program, regardless of the team size.

➞ Meet Maestro Meet Management Account

Invoice covers cost of meet management software; not based on team size

>>Note: Teams may cancel their free trial within the first two weeks of service by emailing billing@swimtopia.com

➧ General Invoice Process

➞ Invoices will be sent via email.

You will receive invoice notices and reminders from billing@swimtopia.com. >>Note: Please add this address to your Contacts or Address Book to help ensure our emails are not classified as spam.

➞ All invoices are due 30 days from invoice date (Net 30).

➞ Invoices can be paid online via credit card, bank draft, or by mailing a check.

• You can pay your invoice by credit/debit card (Visa, MasterCard or Discover), bank draft online or you can mail a check to the address listed on your invoice.
• To pay via credit card or bank draft, simply click the green "Pay Invoice" button in the email, and then select the "Credit Card" or "Bank Account" tab. 
• Online payments are credited immediately.
• Please allow 2 weeks for check processing.  
• We only accept payment in US Dollars.

➧ “Extra Athlete” Invoices for Summer/Rec Team Accounts

➞ When to expect these invoices

Invoices will be emailed to all Summer/Rec teams in mid-summer.

➞ What will the invoice include?

Covers the number of registered athletes above and beyond those already included in the team's base Summer/Rec plan level.

➧ Renewal Invoices 

➞ When to expect these invoices

Emailed on the anniversary month of the team’s initial sign-up.

➞ What will the invoice include?

Summer swim teams' renewal notices are based on a team’s total registered athletes rounded to the nearest team plan level (50, 100, 150, 200, 300). Team plans may be adjusted to match the team’s current size.

➧ Late Payment Policy

➞ Promotional discounts

Promotional discounts may be removed from invoices that have become delinquent or past due.

➞ When will the site be disabled?

Team websites will be deactivated if payment is not received by the due date listed on the invoice.  Sites will be reactivated once full payment is received.

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