From operational chaos to one clear view of the money

A multi-venue sports coaching and education business was running enrolments, payments and credits across a scatter of disconnected tools. Across ten venues and thousands of families, there was no single, live view of who had actually paid, who was pending, and what was owed.

When you can’t see your operation, every busy season is a scramble and every number is a guess. Reconciliation was done by hand — slow and error-prone — and credit and refund balances sat buried in spreadsheets, effectively invisible.

CoterieLabs brought the whole operation onto one platform the business owns — enrolments, payments, credits, communications, and a live view of exactly where the money is. The cutover was run at the busiest point in the calendar: the enrolment season.

Through its busiest enrolment season, the business processed $278,000 across 603 payments — every one reconciled in one place — and surfaced $268,000 of family credit that had previously been invisible in spreadsheets. For the first time, the team could see instantly who had paid, who was pending, and what was owed, across every venue.

The operations lead put it plainly: “I used to dread enrolment week. Now I can see every payment across all our venues on one screen — and I actually trust the number.”

The platform now carries 3,902 families on one shared record across 10 venues, 96 classes and 1,116 sessions — plus 6,034 customer accounts and 48 coaching staff, all on the same system. Even tournament entries moved on: one feature replaced a Google Form for 39 entries.

Figures are real, drawn from production during the client’s first enrolment season on the platform. They reflect a live cutover; some features are newly live and ramping as the season runs. Client name withheld for confidentiality.