What Clubware costs
Clubware charges 10% on every successful charge. It is all-inclusive: card processing sits inside that 10%, and there is no separate processing charge on top. Your club keeps 90% of what it collects. There is no monthly fee.
10%
per transaction, all-inclusive
Setup, modules and pass-through costs such as disputes sit outside the 10%. They are covered further down this page.
The 10%
The 10% applies to each successful charge. It covers the whole product — recurring plans, one-off charges, the join link, member and customer records, staff permissions, payouts and dispute handling — and it covers card processing. A charge that fails collects nothing, so it carries no fee.
A customer pays the price your club set. Clubware adds nothing at the checkout. The 10% comes out of the charge, and the rest sits in your club's balance until the next payout lands in your bank account.
The same 10% applies to one-off charges. A joining fee, a grading fee or a uniform is a charge like any other.
Worked examples
A percentage is easier to judge with real numbers behind it. Below are three clubs of different sizes, each collecting monthly plan payments in New Zealand dollars.
A small club
35 members, each on a $55 monthly plan.
- Members on a plan
- 35
- Plan price a month
- $55.00
- Collected in the month
- $1,925.00
- Fee, 10%
- −$192.50
- Your club keeps
- $1,732.50
A mid-sized club
120 members, each on a $65 monthly plan.
- Members on a plan
- 120
- Plan price a month
- $65.00
- Collected in the month
- $7,800.00
- Fee, 10%
- −$780.00
- Your club keeps
- $7,020.00
A large club
300 members, each on a $70 monthly plan.
- Members on a plan
- 300
- Plan price a month
- $70.00
- Collected in the month
- $21,000.00
- Fee, 10%
- −$2,100.00
- Your club keeps
- $18,900.00
One-off charges work the same way. A $40 grading fee collected through Clubware carries a $4.00 fee, and your club keeps $36.00.
The figures above are illustrations, in NZD. The 10% applies to your own plan prices and your own member count.
How the cost scales with your club
The fee is a percentage, so the cost tracks what your club collects. A small club pays very little and carries no fixed cost while it finds its feet. A large club pays more, and the amount grows as the club does.
The fee only ever touches money that arrived. A quiet January costs less than a busy March. A member who pauses costs nothing while paused, and a month with no charges produces no fee.
If your club is big enough that a percentage stops making sense to you, say so on the demo call. Pricing for your club is put in writing before you sign.
Other costs
Three things sit outside the 10%: a one-time setup fee, any module your club asks us to build, and pass-through costs such as disputes. All three are put in writing for your club before you sign anything.
Setup fee
There is a one-time setup fee for onboarding a club. You will have the amount in writing before you sign, and you can ask for the number on a demo call.
Modules
A module is capability we build for one club on top of the core product. It is priced as a one-time build plus an optional small monthly fee, agreed with your club before any work starts.
Disputes and pass-through costs
A dispute is a member's bank reversing a charge. Your club can contest it with evidence from the dashboard. These costs come from the payment networks, not from us, and pass through at cost: $25 when a dispute is opened, a further $25 when evidence is submitted — refunded if your club wins the dispute — and $6 for a failed NZ bank direct debit.
Common questions
The questions that come up on nearly every call.
What is included in the 10%?
The whole product, and card processing. Recurring plans on any cycle, one-off charges, the join link and its QR code, card capture, member and customer records, staff permissions and the audit log, payouts, dispute evidence, CSV exports, and founder support. There is no separate processing charge on top.
Is there a monthly fee?
No. The core product carries no monthly charge. Clubware is paid when a charge succeeds. A module can carry a small monthly fee, agreed with your club, and that is the one recurring amount that can sit alongside the 10%.
Is there a lock-in contract?
No. Clubware is month-to-month with no minimum term. Your club can cancel at any time with an email, and the agreement you sign says so in as many words.
Can the 10% change after we sign?
Not quietly. Any change to fees needs at least 14 days' written notice before it takes effect. If a change does not suit your club, you can leave before it starts — there is no lock-in.
Who processes the payments?
Stripe, a certified PCI DSS Level 1 provider — the highest level of payment security certification. Your club has its own Stripe account underneath Clubware, and full card and bank account numbers go straight to Stripe. They never touch Clubware's systems.
What happens when a payment fails?
The charge is retried automatically and the customer is prompted to update their card. Staff can also send a secure link to add a new one. A failed card charge collects nothing, so it carries no fee. The one exception is a failed NZ bank direct debit, which carries a $6 pass-through cost from the banking network.
Who pays the 10%, the club or the customer?
The club. A customer pays the price your club set for a plan or a product, and Clubware adds nothing at the checkout. The 10% comes out of that charge, and the remaining 90% belongs to your club.
How much is the setup fee?
It is not published. The setup fee is a one-time amount, and you will have it in writing before you sign anything. Ask on a demo call, or email hello@clubware.app, and you will get the number for your club.
Who owns our member data?
Your club does — our terms say so in as many words. Clubware processes it on your club's behalf to run the billing. We do not sell personal information, and we do not use it for advertising.
Can we leave?
Yes, whenever you like — Clubware is month-to-month, and cancelling takes an email. Your club owns its member data, your transactions export as CSV whenever you want them, and because payments run on your club's own Stripe account, your billing history is not hostage to us. Your data stays exportable for 30 days after you cancel, so nothing disappears the moment you give notice.
Are you privacy compliant?
Yes. Clubware operates under the New Zealand Privacy Act 2020. Your club controls its member information and we only process it to run your billing. Ask us for a copy of your data and we will export it; ask us to delete it and we will, except for the records we are legally required to keep, such as financial and dispute history. Requests go to contact@clubware.app.
Run the numbers on your club
Half an hour with the founder, your own member count and plan prices on the screen, and a straight answer on the setup fee.