Taking card payments at a dance school: fees, plans and cash flow
Cash and bank transfers feel free until you count the hours spent reconciling them. Card payments cost a small percentage and give you back your evenings, plus a record you can hand to your accountant.
Understand what you actually pay
Card processing is typically a small percentage plus a fixed fee per transaction. Fewer, larger payments therefore cost proportionally less than many small ones — one monthly family invoice beats four separate class payments.
Choose a billing rhythm and stick to it
- Termly — fewest transactions, largest bills, hardest for some families
- Monthly — smoothest cash flow and the most popular option
- Pay-as-you-go — best for adult and drop-in classes only
Automate the chase
A reminder before the due date and two afterwards recovers most late payments without a conversation. Set the schedule once so nobody has to decide whether today is the day to nudge a friend.
Write down your refund position
Decide in advance what happens for missed classes, illness, teacher cancellation and withdrawal mid-term, then publish it. Most disputes come from an unwritten policy, not an unfair one.
Keep the money in your own account
Payments should settle directly to your bank account rather than sitting with a middleman. My Dance School uses Stripe Connect so fees land in your account, with invoices and balances tracked against each family.