Golf Club Management
Golf Club Management Software
Member dues billing, itemized statements, food and beverage minimums and A/R aging. Simple enough for counter staff to learn in a shift, and supported by U.S. based people who know golf operations. We move you over ourselves, at no charge.
Dues, the statement, the credit limit and the bar tab on one member record, in the same system that took the booking.
One Record, Not a Membership Module
A member's tee time, their bar tab, their locker fee and their monthly statement are one record. Not a membership module handing copies to a point of sale module. The same row.
That is why a member's green fee and their club sandwich appear on one statement, itemized down to the individual receipt, and why a disputed charge gets settled at the counter instead of argued about. One login for the shop, the grill room and the membership office. One provider. One phone call. One company.
Memberships and Households
A membership is rarely one person. The account is built that way.
The household, not the person
An account holds a primary member plus an optional spouse and any dependents. Everything any of them spends rolls up to one account, so a family is one tab and one statement rather than four that somebody has to reconcile.
Member numbers you control
Issue numbers automatically from ranges you define, or type one in by hand. Numbers are unique across the club, so two people cannot end up sharing one.
Packages that set what a member pays
Each membership tier carries its own charge schedule: what recurs, what bills annually, what is charged once at signup. Nothing about a tier is hardcoded, so a club defines its own rather than choosing from ours.
Add-ons on top of the tier
Lockers, cart plans, trail fees, range plans and anything else you bill for, assigned per account with a quantity and an amount you can override for that member.
Applications from your own website
Prospective members apply from your own site, which TeeWire can design and host, against the packages you have chosen to publish. Applications land in a queue for staff to approve or decline rather than creating an account on their own.
Suspend without losing the balance
An account can be active, suspended, canceled or pending, with the date it was suspended and a grace period held on the record. A suspended member keeps their balance and their history.
Dues and Billing Cycles
Billing a period should be boring. These are the things that make it boring.
Billing cycles you define
Monthly, quarterly, annual or the shape your club actually bills on. The cycle belongs to the club, not to the software.
Prorated to the day they joined
A member who joins mid-period is billed for the part of the period they were a member, calculated daily. No manual math, and no full month charged to somebody who joined on the 22nd.
Safe to run twice
Re-running a period replaces the pending charges it already created rather than adding a second copy of them, and it will not touch a charge that is already on a statement or already paid. A staff member who clicks it again does not double bill your members.
Dues, add-ons and shortfalls in one pass
The period picks up recurring dues from the tier and every active add-on on the account, and generating the statement adds any food and beverage shortfall on top, so what lands in front of the member is the whole picture rather than dues plus a list of things to remember.
Statements Your Members Can Actually Read
A statement is a financial document. It is treated like one.
Itemized down to the receipt
Every charge is its own line, and any line opens into the full itemized receipt behind it. A member asking about one charge is answered by the statement itself rather than by somebody going back through the day's tickets.
Only for a period that has closed
October is billed at the start of November, never during October. Cutting a statement for a period still in progress is refused rather than allowed, because a half month statement is real money owed, not a cosmetic problem.
Frozen once it goes out
A delivered statement will not be rewritten. Last month cannot quietly change after your member has read it, and a second attempt to generate the same period is refused rather than silently replacing the document.
The arithmetic is checked, not assumed
Opening balance carries the prior statement's unpaid closing figure, and the closing balance is asserted against every itemized line before the statement is saved. A statement whose lines do not add up to its total is refused rather than sent.
Streamline Your Member Billing
From the application on your website to the statement they read and pay online, it is one member record and nobody re-types it.
Applications start on your own site
A prospective member applies from your own site, which TeeWire can design and host, against the packages you have chosen to publish. The application carries the package and its figures with it, and lands in a queue for staff to approve or decline.
The card is collected in the same flow
The membership summary and the card fields sit on one screen, and the authorization is its own checkbox naming the course and the amount. The initiation is taken in the flow, so nobody re-keys a paper form into the member record afterward.
Read by the member, not by your front desk
A member signs in, sees what they owe, and reads the statement behind it with every charge listed. Any line opens into the full receipt. A green fee and a club sandwich are two named charges rather than two totals that turn into a phone call on the first of the month.
Paid by card or by ACH
They settle the balance from the same screen, by credit card or by ACH straight from a checking account, so a year of dues does not have to go on a card. Online payment is switched on club by club and depends on how the club takes payments, so confirm it for yours.
The amount is bounded by the ledger
Your system works out from the live ledger what the most and the least they can pay is at the moment they hit Pay. A member cannot settle a large balance with a token amount, and cannot hand you money you then have to give back.
One statement, one payment
Dues from their tier, every active add-on such as a locker or a cart plan, what they charged at the register, and any food and beverage shortfall arrive on the one document and are paid in one go. Minimums are set per membership package or per member, count only the sales categories you choose, and the shortfall is visible mid-period while there is still time to spend it.
House Accounts and What You Are Owed
Aging at 30, 60 and 90
Every member charge account bucketed under 30 days, 31 to 60, 61 to 90 and past 90, as of any date you pick, and exportable.
Credit limits are a floor, not a suggestion
The limit is enforced at the register when the charge is rung. A household limit applies to the household. Accounts open at a zero limit until you set one deliberately.
Charged at the counter, settled on the statement
A member charges a green fee, a cart and two beers to the account at the register, and that is the same charge that shows up on their statement. Nobody re-keys it, and nobody has to remember to.
A real ledger underneath it
Under the register is a double entry general ledger with a golf chart of accounts already drawn up, and it pushes to QuickBooks Online or QuickBooks Desktop, so what members are billed does not get re-keyed into an accounting package at month end.
Every change is stamped
Who changed what, when, why, and where the change came from, written to the account's own history rather than reconstructed later. A membership record is a financial record and it is treated as one.
Ten Questions Worth Asking Any Golf Software Vendor
Ask for these live, on the demo, using your own course's scenario. They work on us too. Four and nine are the club management ones.
- 1 Show me one report with a golfer's rounds and their food and beverage spend on the same line.
- 2 Issue a rain check for a group where two played nine holes and two played eighteen, and one of them is a member who played free.
- 3 Ring a green fee, a cart and two beers on one ticket, and show me the group checked in when the payment clears.
- 4 Pull up a member's statement with a green fee and a grill charge on it, and open one line into its full itemized receipt.
- 5 Record a nut allergy on a golfer, then ring them a burger and show me exactly what the cook sees, and what prints on the customer's receipt.
- 6 Take a golfer who rescheduled twice, dropped a player and added one back, then cancel them, and show me the system cannot pay out more than they handed over.
- 7 Change a golfer's rate on a tee time they have already paid for.
- 8 Show me what a golfer who prepaid online is charged when they walk up to the counter.
- 9 Show me a member's food and beverage minimum shortfall as it stands right now, mid-period.
- 10 Ring a sale and show me the journal entry it produced, in the same system, without an export.
Every one of these needs the booking and the money to be true at the same instant. TeeWire does all ten. If a system needs an export, an overnight run, or a member of staff to remember something, that is the seam showing.
What It Does Not Do Yet
Ask every vendor on your shortlist for this list. The ones who cannot produce it are not the ones without gaps.
Cards are not charged automatically
Staff generate and deliver statements. Recording a member payment writes down that they paid, it does not run a card. Month-end auto-charge against a card on file is not switched on.
Reports are not filtered per course
A club running more than one course sees A/R, ledger and tax reporting combined rather than split by course.
Golf Club Management Questions
What is golf club management software? +
Golf club management software is what a course uses to run the membership side of the business: who the members are, what tier they are on, what they are billed and when, what they have charged to their account, and what they still owe. It is the layer above a tee sheet and a register. A course with no members does not need it. A course with members and no club management software is running dues and statements out of a spreadsheet.
Which golf club software handles member dues billing, itemized member statements and food and beverage minimums? +
TeeWire handles all three. Dues bill from the membership package on the billing cycle the club defines, prorated daily for a mid-period join. Statements are itemized down to the individual receipt behind each line, freeze once delivered, and are read and paid online by the member with a credit card or by ACH. Food and beverage minimums are set per package or per member, count only the categories the club chooses, and show the shortfall mid-period while the member can still spend it. Generating that member's statement adds the shortfall to it as its own line.
How does TeeWire bill member dues? +
Each membership package carries its own charge schedule: what recurs, what bills annually, what is charged once at signup. You define the billing cycle. When you run a period, TeeWire materializes that period's charges from the package, adds every active add-on on the account such as a locker or a cart plan, and adds any food and beverage shortfall. A member who joined mid-period is prorated daily. Running the same period again replaces the pending charges rather than duplicating them, and never touches a charge already on a statement.
Can members see and pay their statement online? +
Yes. A member signs in and reads their statement with each charge listed, and can open any line into the full receipt behind it, so a green fee and a club sandwich are not two mystery totals. They pay the balance from the same screen, by credit card or by ACH from a checking account. Your system decides from the live ledger what the most and the least they can pay is at that moment, so a member cannot overpay and cannot settle a large balance with a token amount. Online payment is switched on club by club and depends on how the club takes payments.
How do food and beverage minimums work in TeeWire? +
You set a minimum on a membership package or on an individual account, choose the period and whether it runs on the calendar or the member's anniversary, and choose which sales categories count toward it. Tips can be excluded. Spend by anyone on the household account rolls up together. You can see a member's shortfall at any point during the period rather than after it closes, and generating that member's statement adds the shortfall to it as its own line. Nothing charges a shortfall on its own.
Can I see what members owe me and how long they have owed it? +
Yes. Every member charge account is bucketed under 30 days, 31 to 60, 61 to 90 and past 90, as of any date you pick, and the report exports. Credit limits are enforced at the register as a hard floor rather than a warning, and a household limit applies across the household.
Does TeeWire charge member cards automatically for dues? +
No, and it is worth being direct about it. Staff generate and deliver statements, and recording a member payment records that they paid rather than running a card. Automatic month-end charging against a card on file is not switched on. If a vendor tells you their auto-charge is live, ask them to run one on the demo.
Can someone apply for a membership from our website? +
Yes. You choose which membership packages are published, and prospective members apply from your own site, on a phone or a desktop. The application carries the package and its figures with it, and the card details and a signed authorization naming the course and the amount are collected in the same flow rather than on a paper form afterward. Applications arrive in a queue for staff to approve or decline. An application does not create a membership account on its own.
Can I suspend a membership without losing the balance? +
Yes. An account can be active, suspended, canceled or pending. Suspending stamps the date and can carry a grace period, and the member keeps their balance and their history. Individual recurring charges can also be suspended without suspending the whole account.
Who moves our member records over, and what does it cost? +
TeeWire does the migration itself, at no charge. Customer records come across with their member numbers and loyalty tiers, alongside tee sheet templates, historical bookings, pricing rules and gift card balances, in five days. Your staff are trained on the workflows they will actually use, and both systems run side by side before you cut over. Tee sheet plans start at $149 a month with no long-term agreement, and the plan prices are published on the pricing page rather than held back for a discovery call. Support afterward is 100% U.S. based, from people who know golf operations, not just the software.
Is a golf management system the same as club management software? +
They are different category terms and most vendors sit in one or the other. A golf management system runs the course: tee sheet, point of sale, online booking. Club management software runs the membership: dues, statements, minimums, member A/R. TeeWire does both, which is why a member's green fee from the tee sheet and their bar tab from the register arrive on the same statement without an export between them.