Instead of manually matching TeamApp payments to jersey sizes every day, set up a club-controlled register that connects each payment to a confirmed garment request, then submit only approved rows...
Instead of manually matching TeamApp payments to jersey sizes every day, set up a club-controlled register that connects each payment to a confirmed garment request, then submit only approved rows as your custom kit order. This 2026 workflow separates payment checks, player details and supplier approval so a payment notification never becomes an unchecked production instruction.
A parent can pay for several children. A player can request a jersey and shorts in different sizes. Neither situation fits a simple rule that treats every payment as a complete kit request.
A paid record and a production-ready order are different things. Your club needs a controlled handoff between them, with someone responsible for resolving exceptions before submission.
FE Custom is an Australian online sports customisation store. Use this guide to prepare custom kit orders for that online buying process, not as instructions for a native TeamApp integration or automatic checkout.
The benefit is a traceable order register. The trade-off is that your club still owns reconciliation, sizing confirmation and final approval; those tasks do not disappear when you collect payments digitally.
For your 2026 season, write down a collection deadline and the time zone. Australian clubs operating across states should not leave a deadline as an unexplained local time.
The bold field names below are labels you create in your register, not TeamApp menu names. Keep payment checking inside the authorised account; keep full card details and account credentials out of the spreadsheet.
Expected result: every requested garment has a traceable record, even when a parent pays for several players or a player requests several items.
Do not use a player's name as the only identifier. Names can repeat, and the same player can appear in different teams.
For jersey-and-shorts orders, record each garment separately. A confirmed jersey size does not confirm shorts sizing, and a combined description makes shortages harder to isolate.
Keep a separate worksheet called Payment allocation. Record the payment reference, payer, affected Order IDs, allocation explanation, check date and checker.
Use this worksheet to explain family payments, combined purchases and adjustments. Do not duplicate a whole payment against every garment row and then total those repeated entries as separate receipts.
Expected result: every verified garment row points to payment evidence or a documented club funding authorisation.
For the 2026 order round, record who completed each check and when. A dated check gives the next volunteer a useful starting point when a payer queries an allocation.
Never create a second garment request just because a payment record appears again during a later check. Search the existing payment reference and Order ID first, then update the existing allocation.
Keep unmatched payments outside the approved order batch. Likewise, keep a completed sizing request outside the batch until its funding is verified or the club explicitly authorises payment on the player's behalf.
This creates 2 separate approval gates: funding and garment accuracy. Neither gate substitutes for the other.
Expected result: each approved garment row contains buyer-confirmed details that a supplier can interpret without guessing.
A reversible jersey remains 1 garment even though it has 2 sides. Keep its quantity separate from its artwork instructions so the order does not accidentally count the reverse as another jersey.
For soccer kits, confirm jersey and shorts details independently. For tennis and pickleball team orders, use the same register structure but retain the actual selected garment description rather than a vague entry such as team top.
Do not approve a size on somebody else's behalf. Record who confirmed it and retain that confirmation with the order records.
Give the artwork files a clear version label and identify the version approved by the club. Keep sponsor permissions and spelling checks with the artwork record, rather than assuming a payment confirms design approval.
If a design changes after player confirmation, identify exactly which confirmations need checking again. A corrected sponsor logo and a changed printed number do not affect the same records.
Expected result: the supplier receives a consistent garment brief, while the club retains the payment evidence supporting it.
The handoff follows a fixed sequence: payment evidence, garment checks, approved batch, supplier submission. Keep changes outside that sequence until somebody reviews them.
Record the supplier acknowledgement alongside the submitted batch. Compare any order confirmation or proof provided against your own approved files, not against memory or an earlier draft.
Do not write a delivery promise into the team announcement before confirming the supplier's current arrangements. Record the Australian delivery address, postcode and receiving contact accurately, including any access instructions the supplier requests.
A second workflow handles late payments, corrected sizes and additional garments. Update the working register, but never silently rewrite an already-submitted batch.
Choose the handling method that matches the order stage:
| Workflow | Best for | Benefit | Limitation |
|---|---|---|---|
| Fixed batch | Teams collecting requests before a shared deadline | Gives the checker a stable list to approve | Late requests need separate handling |
| Rolling review | Teams still collecting or correcting requests | Keeps unresolved rows visible as details arrive | Requires repeated checks; it is not permission for automatic submission |
| Amendment register | Changes requested after supplier submission | Preserves the original order and the proposed change | Requires supplier confirmation before the change is treated as accepted |
For an unsubmitted request, update the existing Order ID and repeat the affected checks. A size correction needs renewed detail confirmation; a changed payment allocation needs renewed funding verification.
For a submitted request, log the original details, requested change, requester and date in an Amendment register. Ask the supplier whether the change can be accepted and retain the response.
For your 2026 records, distinguish Requested change from Confirmed change. Do not tell a parent that an amendment is complete merely because the club has sent a message requesting it.
Check the payer-to-player allocation before asking for another payment. Match the transaction reference to the intended garment requests, then update the existing rows rather than creating replacements.
List the affected Order IDs in Payment allocation and verify the complete allocation. If the intended coverage remains unclear, ask the payer to clarify; do not mark every family member verified by default.
Check for duplicated Order IDs, hidden rows, excluded requests and quantities entered against the wrong garment. Rebuild the summary from the approved batch only, not the entire working register.
Preserve the submitted size and log the proposed replacement in Amendment register. Treat the original instruction as current until the supplier confirms an amendment; do not promise that production details can still change.
Ask the treasurer to verify the current financial record and flag the affected requests. Keep the funding exception separate from the supplier order status, then establish whether the club must cover the purchase or seek an accepted order amendment.
Keep the same approval gates when you expand from a single basketball team to several squads. Add team-specific checking responsibility rather than giving every coach unrestricted editing access to the whole club register.
For reversible basketball jerseys, add separate artwork confirmation fields for each side. For soccer orders, keep jersey and shorts quantities independent; for tennis or pickleball squads, separate garment choices by the actual fit range selected.
Before submitting an FE Custom custom kit order, use the custom jersey proof and approval guide to structure the design check. Payment reconciliation answers who has funded a garment; proof approval answers what should be made.
How do I turn TeamApp payments into a custom kit order?
Match each payment to specific garment requests in a restricted register, then submit only rows with verified funding and confirmed details. Retain the approved batch separately from the working spreadsheet.
Does this workflow automatically connect TeamApp to FE Custom?
No. This guide describes a club-managed handoff to FE Custom, not a native integration, payment trigger or automatic checkout.
Can one parent payment cover several children?
Yes, your register can allocate one payment across several players' garment requests. Record the affected Order IDs and confirm the intended allocation with the payer before approving them.
Should I order a jersey as soon as its payment is verified?
No. Verify the garment selection, fit range, size, quantity and personalisation before including the request in an approved batch.
How do I record reversible basketball jerseys in the order?
Record each reversible basketball jersey as one garment request and check artwork instructions for both sides. Do not count the reverse side as another jersey.
What happens when someone changes size after the order is submitted?
Log the requested change separately and seek supplier confirmation. Keep the submitted instruction unchanged in your records until the supplier accepts an amendment.
What should I send with an FE Custom custom kit order?
Prepare the approved garment schedule, approved artwork and an order summary, then follow FE Custom's current ordering requirements. Keep private payment evidence in the club's restricted records rather than the supplier handoff.
Give the final checker the fixed batch, not the working spreadsheet. Otherwise, a well-intentioned correction can change the order while somebody else is approving it.
Retain both the submitted version and any confirmed amendments. That distinction is what lets the next volunteer answer whether a disputed size was requested, approved or actually sent to the supplier.
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