Guide

How to take online payments for a nonprofit youth program

Families expect to pay online, from their phone, in a few taps. For a nonprofit, the questions are what it costs, how to keep it fair for families who can't pay all at once, and how to keep your staff out of the spreadsheet. Here's how to set it up.

By the BackPR team · Published October 19, 2026

1. Know the three costs

Card processing: your payment processor usually charges a percentage of each payment plus a small fixed fee. Check the rate on your processor's pricing page.
Software: some platforms charge a subscription, a fee per registration or a percentage of what you collect.
Fees added to families: some platforms add their own fee at checkout, or offer families paid extras such as refund protection. Ask what a parent sees before they pay.

2. Decide who pays card fees

You can absorb card fees or pass them on to families. Absorbing keeps prices simple; passing them on protects your budget. Rules on surcharges differ by state and card network, so check with your payment processor first.

3. Use deposits and payment plans

A deposit holds a spot and cuts down on no-shows.
Split the rest into installments charged automatically, so nobody has to remember a due date.
Have the last payment land before the program starts.
Send a reminder a few days before each payment, and follow up quickly if a card fails.

4. Make room for families who need help

Offer scholarships or a sliding scale, and keep scholarships confidential.
Use sibling discounts so families with several children aren't priced out.
Payment plans help families who can pay, just not all at once.

5. Write your refund policy before registration opens

Say when refunds are possible, whether the deposit is refundable, and how long a refund takes. Many payment processors don't return their original fee when you refund a payment, so decide whether your program or the family covers that.

6. Keep it simple for staff

One place to see every family's balance.
Automatic receipts and reminders.
Reports your board and funders ask for, such as revenue by program and money still owed.

How BackPR handles it

BackPR is free for registered nonprofits: no subscription and no BackPR fees. Payments run through Stripe at Stripe's standard rates, and you can absorb the fee or pass it on. BackPR never adds its own fee to what families pay. Families can pay a deposit, use a payment plan and set up autopay, in English or Spanish.