Coacha Blog

Get the latest updates, useful articles, coming soon features and Coach stories right here.

 How to do your own club management software comparison – calculations explained
18 November 2019

How to do your own club management software comparison – calculations explained

We're revisting one of our most popular articles this month. 'Why?', we hear you ask ask? Because we've now built a super cool & easy to use calculator to help compare you club's fees with other software providers on the market. Want to see how Coacha could save you over £2,000? Click here to find out.

 


 

We can quite easily keep providing you with different club management software fee comparisons. Although doing the research takes some time due to the lack of transparency with many providers, we feel it’s our duty to make you aware of where you could be losing money.

We thought, what if there’s a provider you’re curious about that we haven’t yet covered? Sure, you can email or call in and ask us to do the math for you, but if it’s the weekend or we’re out of office, then you wouldn’t get an answer right away.

Many of you won’t know where to start when trying to calculate software and transaction fees, and this often leads to many clubs going ahead without having a realistic expectation of outgoing software costings. So, we’re breaking it down for you using Coacha as the example. We’ll show you how to calculate the monthly and yearly costs, so you can see how it all adds up.

 

How to calculate software fees?


All software providers obviously charge differently to one another. The most common we’ve come across is the ‘pay monthly’ method. Do the following calculation to figure out the yearly cost of using the software:

Monthly fee x How many months of the year you’ll be using the software (this will normally be 12, even if you’re closed during Summer months as some (not us) providers tie you into a contract. Also, your club’s subscription fees may run over 12 months, so you’ll need to keep your account active).

Coacha - £25/month x 12 months = £300/year

 

How to calculate transaction fees?


Things you’ll need before you start:

• The provider’s transaction fee


• If the provider you’re looking into collects fees, then there will be associated transaction charges. Some providers will hold back from telling you about them until you’re too invested in the software. Then you’ll think, ‘what’s an extra 2%’? Well, if you read our latest blog post, you’ll know that a few % can make a big difference.
 

Once you eventually find out the provider’s transaction fees, you can start your calculations. A good idea when researching fees, is to ask for a breakdown. A lot of providers mark their fees up so that they make money from your subscriptions as well. It’s interesting to find out if the provider you’re considering using does this, or if you’ll simply be paying for use of the fee collection service.
 

Coacha’s transaction fees are completely transparent: 1.4% +20p paid purely to Stripe. No mark ups by us – we do not make any money from your transactions.

 

• Your club’s subscription plan costs and the number of members on each plan


• If you have different price plans for different teams, you’ll need to map out the prices and how many members are attached to each plan and do this calculation for each circumstance.


E.g.

Bronze plan - £20/month – 20 members
Silver plan - £30/month – 25 members
Gold plan - £40/month – 50 members


For the sake of this exercise, let’s say we have a club with 100 members, each of whom pay a subscription fee of £30 per month for 12 months of the year.


 

01-Blog-Banner




Step 1: Most providers’ transaction fees involve a percentage + an additional fee in pence. For example, Stripe (used by Coacha for transactions) charge 1.4%+20p.

To simplify things initially, we’re going to break up the transaction fee into % and pence.

Firstly, find the percentage of one member’s monthly fees:

Simply type into Google ‘’transaction percentage’% of £’subscription fee’’

“1.4% of £30”

Or to save doing a web search…

Simply take the transaction amount (£30) and divide it by 100, which will give you 1%. In our example, this is £0.30p (£30 divided by 100).

Then, multiply this by 1.4 to give you the 1.4%. So, for us this will be £0.42p (£0.30 multiplied by 1.4).


 




Step 2: Now it’s time to add the pence of the transaction fee. Take the above number and add the pence. This will give you the fee charged per one member’s transaction.

0.42p + 0.20p = 62p per transaction

 




Step 3: To work out your monthly cost in transaction fees, take the above number and x it by the number of members on the plan.


0.62p x 100 members = £62/month in transaction fees
 



Step 4: To work out the yearly cost in transaction fees, take the above number (monthly transaction fee) and x it by the months in a year you’ll be paying for the system.

Monthly transaction fee x months (out of 12) using the software

£62 x 12 = £744/year

Obviously It’s important to note that if you’re doing the calculation team by team, you’ll need to repeat this process for each team, then add them up to get the total for transaction fees.

 




Step 5: To work out the total yearly cost of using the provider, including all fees associated:

Yearly software fee + Yearly transaction fee

£300 + £744 = £1,044


 




Nothing in life is free


Remember, just because a piece of software is seemingly ‘free’ to use, this does not mean to say that it’s the cheapest to use – ‘what?’, we hear you ask; let us explain.

As mentioned above, other providers are known for marking up their transaction fees. The software seems free to use but normally this means that they’re making a lot of money on your transactions and subscription fees. The more members you have, the more money they get.

For proof, head over to last week’s article where we did the math using some of our competitors’ fees to see what the price difference would be… The generous offer of ‘free’ use of their software doesn’t seem so generous anymore, does it?

If this article has got your brain ticking and you’re ready to start saving money, sign up for a free trial of Coacha today.

 




‘Coacha revolutionised my program administration and saves me time and money.’

Sarah Watkins - Program Direction - GCA Cheer