Free tool
Late payment revenue leak calculator
Late payments rarely feel expensive one at a time. Estimate what they add up to over a year, and how many hours go into chasing them.
No sign-up. Your numbers stay in your browser.
Assumptions
Each late or lapsed member loses 1.8 months of fee per year.
3.5 fixed hours a month, plus 0.06 hours per student and 0.35 hours per late member.
Your estimate
That is 8.8× the yearly cost of MatSync Grow ($420).
Results are planning estimates, not professional, financial or federation advice.
How to use it
- 01
Enter your academy
Add your active students and average monthly fee.
- 02
Estimate late payers
Set the share of members who pay late, fail a payment or quietly stop paying.
- 03
Read the leak
See the estimated yearly revenue at risk and the admin hours spent each month.
How the estimate works
Each late or lapsed member is modelled as losing 1.8 months of fee a year: a mix of payments collected weeks late, months written off and members who stop paying before they formally cancel.
Admin time is 3.5 fixed hours a month plus 0.06 hours per student and 0.35 hours per late member – reminders, reconciliation, awkward conversations at the front desk.
Where the money leaks
- Cash and bank transfers that depend on members remembering.
- Expired cards that fail silently.
- Members who stop coming and stop paying without cancelling.
- Discounts and free months that are never ended.
How to close the leak
- Collect recurring payments automatically by card or direct debit.
- Retry failed payments automatically and notify the member.
- Link class access to an active plan so lapsed members are visible.
- Review overdue members weekly instead of at month end.
Frequently asked questions
How many members pay late at a typical academy?
Academies that collect by cash or transfer often see 15–25% of members late in a given month; with automatic payments it usually drops well below 5%.
Is this a forecast?
No. It is an estimate from your inputs and the assumptions printed on this page. Use it to size the problem, not as a promise.
How do I stop chasing payments?
Use recurring billing with automatic retries, and give staff a single list of overdue members. MatSync does both and links class bookings to an active plan.
Run the academy, not the spreadsheet.
MatSync handles schedules, bookings, attendance, belt progress and payments in one place, with a member app for iOS and Android.