Set up Payments

1. Introduction

Acro Companion allows clubs or delegations attending your competition to register and pay their invoices directly in the application.
The system will automatically:

  • Calculate the entry fees;
  • Generate invoices;
  • Track the payment status.

Service Provider and Fees
Acro Companion uses Stripe to process payments.
Your competition must have a Stripe account connected to the Acro Companion Stripe account in order to accept payments.

Two small fees apply to each payment:

  • Stripe fee – charged by Stripe for payment processing.
    More information: https://stripe.com/pricing
  • Acro Companion fee – 0.6% of the total registration amount.

2. Entry fee & in-app payments setup

  1. Select your competition.
  2. In the sidebar, click Registrations.

If you do not see this option, you may not be a manager of the competition.
See the chapter Manage your Managers to learn how to add managers.

  1. At the top of the page, click the Configuration tab.

2.1 Set Entry Fees

In the Entry Fee section, you can configure all fees and options for your competition:

  • Should calculate entry fee & select currency – enable automatic calculation and choose the competition currency;
  • Gymnast fee – add level (e.g. Youth, Junior, Senior) and enter the fee;
  • Partnership fee – add level and enter the fee;
  • Judge penalty fee – enable and enter the amount; applied automatically if a delegation has no judge.

3. Invoice Information

In the Invoice Information card, you can enable in-app payments and manage invoice behavior:

  • Are invoices created and followed up in Acro Companion – automatically generate and track invoices.
  • Can payments be done in the application – allow clubs or delegations to pay directly in the app.

3.1 Set up your connected stripe account

Acro Companion can only send payments to Stripe accounts connected to the Acro Companion Stripe account.
You can read more about this here: https://stripe.com/connect

Follow the instructions below to connect your Stripe account.

3.1.a If this is your first competition using Acro Companion in-app payments

  1. Click Create a new connected account.
  2. A new browser tab will open with Stripe.
  3. Follow the instructions from Stripe to create your account.
  4. When finished, return to Acro Companion.

The Stripe Account ID should now be filled in automatically.

Next:

  1. Click Verify Account Id is Connected
  2. If everything is correct, the text next to the button will turn green confirming the connection.

3.1.b If you've already used Acro Companion in-app payments in a previous competition

You can reuse your existing Stripe account.

  1. Enter your Stripe Account ID.
  2. Click Verify Account Id is Connected.

You can find your Stripe Account ID:

When the verification succeeds, the text next to the button will turn green.

3.2 Add the entry fees

Add the correct entry fees for your competition.
When you are finished, click the Save button.

3.3 What about the club/delegation?

When a club or delegation submits a registration, they will immediately see the entry fee they must pay.
For a more detailed explanation, see In-app registration payment.

Note: A registration is not automatically accepted when a club submits it.

Clubs can only submit registrations if the competition is open for registration.
See the chapter about opening your competition for registrations for more details.

4. Entry fee & in-app payment process

When a club submits a registration:

  • The LOC receives an email notification
  • The email includes a button linking directly to the registration

You can also open the Registrations overview page to see all registrations.

Each registration shows three numbers at the end of the row:
Taking the example above:

  • 700: total entry fee for registration;
  • 200: amount invoiced to the club/delegation;
  • 0: amount paid by the club/delegation.

5. Add extra Costs

Additionally, you can add extra costs to a registration if there are expenses to be paid by the club/delegation on top of the entry fee.

  1. On the right side of the page, click the Add extra costs button.

  2. Click the Add button to add a new row of extra costs.

  1. Add the description and the amount.

  2. Click the Save and close button.

The registration fee will automatically recalculate.

6. Invoice creation & payment

After reviewing the registration and adjusting any costs, you can create an invoice.

  1. On the right side of the page, click the Review and add invoices and payments button.

  2. Click Add invoice/credit note button.

  1. You can select preview document before creating the invoice.
    If everything is correct, the invoice file will download immediately after clicking Create invoice.

A new row will appear in the table containing the invoice.

You can use the buttons to:

  • Download your invoice or;
  • Send the invoice by email to the club/delegation.

6.1 Invoice Payment

Once the club/delegation pays the invoice:

  • Stripe sends an email notification to the Stripe account owner.
  • The payment status in Acro Companion is updated automatically with a link to the proof of payment.

To view the payment details of an invoice:

  1. Click the empty square in that row to turn it into a checkmark .
  2. The payment information panel will open on the right.