When families collect uniforms at a fitting event, you need a way to handle payment.
The options range from cash-only to pre-paid online orders. Each approach has advantages and complications.
The right choice depends on your volume, staff capacity, and tolerance for financial administration.
The main payment approaches
Most schools use one of these methods or a combination:
Payment on the day (cash or card): Families pay when they collect items at the fitting event.
Pre-payment before fittings: Families order and pay online in advance, then collect their items at a scheduled fitting appointment.
Invoice after fittings: Families take items at fittings and receive an invoice to pay later through the school's regular billing system.
External supplier arrangement: The uniform supplier handles all payments, either at the fitting or through their own system.
Each method works. The question is which trade-offs suit your situation.
Payment on the day: cash
Cash payment is straightforward. Families pay at the fitting, you give them their items, transaction complete.
Advantages:
- No setup required beyond a cash box
- Immediate payment, no chasing invoices
- Accessible for families who do not have cards or prefer cash
Challenges:
- Security risk of handling significant amounts of cash
- Requires secure storage during the event
- Change management (you need floats and must be able to provide change)
- Banking logistics (who takes cash to the bank, when, with what security)
- Manual record-keeping to track what was sold and to whom
- Counting and reconciling cash at the end of each session
Schools that accept cash usually limit it to low-volume situations or as one option alongside cards or pre-payment.
Payment on the day: card
Card payments via EFTPOS or mobile terminals avoid cash handling issues.
Advantages:
- Digital transaction record
- No cash security concerns
- No change required
- Faster reconciliation
Challenges:
- Requires payment terminals at the fitting (purchase or rental cost, internet or mobile connection)
- Staff need to know how to process card payments and handle declined transactions
- Equipment setup and testing before the event
- Card fees (merchant fees are typically a small percentage but add up)
- What happens if the terminal fails or internet drops
Card payment works well for schools that already use EFTPOS terminals for other purposes and have access to reliable connectivity.
Pre-payment online
Some schools have families order uniforms online, pay immediately, then attend a fitting appointment to collect items.
Advantages:
- Payment handled before the event, reducing on-the-day workload
- Clear record of what each family ordered
- No cash or payment terminals needed at fittings
- You can prepare orders in advance (bag items for each family)
Challenges:
- Requires an online ordering and payment system
- What happens when items do not fit and families need different sizes
- Refund process for items not collected or wrong sizes
- Families may not attend their collection appointment, leaving you with paid-but-uncollected stock
- Some families may struggle with online payment systems
Pre-payment suits schools with good systems infrastructure and where most families are comfortable with online processes.
Invoice after collection
Families collect items at the fitting and receive an invoice to pay later, usually added to their school fees or sent separately.
Advantages:
- No payment processing at fittings (simplifies the event)
- Families can take items immediately even if they cannot pay that day
- Fits into existing school billing systems
- No need for cash handling or payment equipment on-site
Challenges:
- Delayed payment means potential non-payment or chasing outstanding invoices
- Requires integration with school billing or accounts system
- Need to track who collected what so invoices are accurate
- Potential cash flow issue if many families pay late
This approach works well for schools with robust billing systems and where uniform costs are relatively low compared to overall school fees.
External supplier managed
Some schools contract with uniform suppliers who handle all sales and payments independently.
Advantages:
- School staff not involved in payment at all
- Supplier takes on financial risk and administration
- Usually includes online ordering, payment processing, and customer service
Challenges:
- Less control over pricing and customer experience
- Supplier takes a margin, which may increase costs for families
- Dependence on supplier reliability and availability
- School receives a commission or bulk order rather than handling individual sales
This approach suits schools that prefer to outsource uniform management entirely.
Hybrid models
Many schools combine methods to offer flexibility:
Online pre-payment plus day-of card payment: Families can order online in advance or pay by card at the fitting.
Card preferred, cash accepted: Card is the default, but cash is accepted for families who need it.
Pre-payment with invoice option: Families can pay online in advance or collect items and receive an invoice.
Hybrid models increase convenience but also increase complexity. Staff need to handle multiple processes, and reconciliation involves combining data from different payment sources.
Practical considerations for on-the-day payment
If you collect payment during fittings, some logistics matter:
Separate payment point: Do not try to handle payment and fitting simultaneously. Have a dedicated payment station where families go after selecting items.
Receipt system: Families need proof of payment. This might be printed receipts, handwritten receipts, or digital confirmations sent via email.
Who handles money: Office staff with finance experience are better suited than teachers or volunteers who may not be familiar with payment reconciliation.
Record accuracy: You need to record what each family purchased, the total, and the payment method. A spreadsheet, cash register, or point-of-sale system can manage this.
End-of-session reconciliation: At the close of each fitting session, cash must be counted, card transactions verified, and totals reconciled against items distributed.
Refunds and exchanges
Regardless of payment method, you need a policy for what happens when items do not fit or families need to exchange sizes.
If payment was on the day: Families return items and you refund them (cash back, card reversal, or credit note). They pay again if they take different items of higher value.
If payment was in advance: Issue refunds for returned items or allow exchanges without additional payment if the value is similar.
If invoiced after fitting: Adjust the invoice to reflect what families actually kept after exchanges.
Having a clear exchange and refund policy prevents confusion and disputes.
Security considerations
Handling payments involves security risks.
Cash security: Cash should be stored in a locked box or safe during the event. Limit who has access. Do not leave cash unattended. Banking should happen promptly, with two people if possible.
Card data security: If you use card terminals, ensure they are PCI-compliant and do not store card details. Staff should never write down card numbers.
Record security: Payment records and customer details should be kept secure and accessed only by authorized staff.
Online payment security: If you take payments online, use a secure, reputable payment gateway. Do not build custom payment systems unless you have proper expertise.
Financial administration burden
Different payment methods create different amounts of back-office work.
Cash: Counting, banking, reconciliation, manual record-keeping. Labor intensive but low technology requirement.
Card: Less handling but requires equipment, transaction fees, and digital reconciliation.
Pre-payment online: Significant setup work initially, but less work on the day. Requires managing refunds and exceptions.
Invoicing: Minimal work at the event, substantial work later chasing payments and managing accounts receivable.
Choose a method that matches your administrative capacity.
What families prefer
From a family perspective, preferences vary.
Some families appreciate the simplicity of paying on the day and taking items immediately.
Others prefer to pay online in advance and avoid handling cash or cards at the event.
Some families need invoice arrangements because they cannot pay immediately.
If possible, offering more than one payment option increases accessibility.
Legal and tax considerations
Depending on your location, there may be tax implications for uniform sales (GST, VAT, sales tax).
Make sure your pricing and record-keeping complies with local requirements.
If your school is registered for GST or similar taxes, you may need to issue tax invoices and remit collected tax.
Consult your finance team or accountant to ensure compliance.
The simplest approach
If you want the least complex payment process:
Option 1: Have an external supplier handle everything. You coordinate fittings, they handle all payments and stock.
Option 2: Invoice families after fittings and add charges to school fee statements. No payment equipment or cash handling needed.
Both eliminate on-the-day payment logistics but involve trade-offs around cost or cash flow.
The most flexible approach
If you want to accommodate different family needs:
Offer online pre-payment for families who prefer that, and accept card payments on the day for those who do not pre-order.
This requires more setup but serves the widest range of families.
Testing your payment process
Before the main uniform fitting event, test your payment process with a small group.
Process a few transactions, issue receipts, handle an exchange, reconcile the takings.
Identify problems when the stakes are low, not during a busy fitting session with dozens of families.
What to communicate in advance
Families should know before they arrive:
- What payment methods you accept (cash, card, pre-payment, invoice)
- Whether they need to have ordered online in advance or can purchase on the day
- Your refund and exchange policy
- Any payment deadlines if invoicing
Clear communication reduces confusion and ensures families arrive prepared.
The decision framework
When choosing a payment approach, consider:
- How many families will you process (volume)
- What payment infrastructure does your school already have
- How much administrative time can you dedicate to uniform payments
- What is your tolerance for financial risk (unpaid invoices, cash handling)
- What payment methods are your families most comfortable with
There is no universally best approach. Match your method to your context.
The core point
Payment collection is often the most complicated part of running uniform fittings.
It involves money, record-keeping, security, and customer service all at once.
The goal is not to create a perfect retail experience. It is to collect payment accurately, securely, and without creating unmanageable work for your staff.
Choose a payment method you can execute reliably. A simple system that works is better than a sophisticated system that overwhelms your team.
