Season pitch management software — annual holders, automatic monthly billing, and electricity metering in one place
Manage season pitch holders and long-term guests alongside your transient bookings. Monthly invoices generated and charged automatically, electricity metered and billed to each pitch, guest directory always up to date — no spreadsheets, no chasing payments.
Season pitches and transient bookings — managed together, billed differently
Many campsites run both long-term residents and nightly guests. HolidayPitches handles both from the same admin panel without separate software.
Season Pitch Holders
Long-term annual or seasonal residents
- Pitch locked to named guest for the full season
- Monthly fee set per pitch (can vary per holder)
- Automatic monthly invoice generation on billing date
- Stripe card on file — charged automatically each month
- Electricity metered separately and added to monthly invoice
- Annual renewal reminder sent automatically before season end
- Vehicle registration, caravan details, and emergency contacts stored
- Pitch shown as permanent on site map (never available to book)
Transient Bookings
Nightly, weekend, and touring guests
- Pitch available per night — shown as bookable on site map
- Guests book and pay online 24/7
- Stripe payment taken at time of booking
- Automatic pitch allocation or guest-chosen pitch from map
- Electricity held on card, charged at checkout on meter read
- Booking confirmation email sent instantly
- Arrivals & departures managed from daily dashboard
- All pitches visible in availability calendar alongside season pitches
Automatic monthly billing — no chasing, no spreadsheets
Every month the system generates, sends, and collects invoices from your season pitch holders. Your team enters meter readings — the billing does itself.
A real August invoice. Pitch fee, metered electricity worked out from the two meter readings, and storage — raised, emailed as a PDF and charged to the card on file on the 1st.
Season holder directory — everything about each resident in one place
A searchable directory of all your season pitch holders with all the details your team needs — vehicle info, emergency contacts, and billing history.
The directory your reception desk lives in. Every holder with their pitch, monthly fee, billing date, electricity used this month and payment status — including the one whose card just failed.
Pitch agreement records — ready for licensing and inspection
Local authority licensing inspections for holiday and residential caravan parks require you to be able to demonstrate a full record of who is occupying each pitch and on what terms. HolidayPitches keeps a complete audit trail of every season agreement, billing period, and payment — exportable to PDF or CSV at any time.
- Season agreement start and end dates per pitch holder
- Complete billing and payment history per pitch
- Caravan and vehicle registration records
- Emergency contact records
- All data exportable to CSV or PDF for inspection
Season pitch questions from park operators
Can I manage both season pitch holders and nightly guests in the same system?
Yes. HolidayPitches manages both simultaneously. Season pitches are locked to their holder and shown as permanently occupied on the site map. Transient pitches show their live availability. Both appear in the same admin calendar so your team has a complete view of site occupancy at all times.
How does electricity billing work for season pitch holders?
Each season pitch is set up with its own electricity meter. When your team reads the meter, they enter the reading in the electricity screen. The system calculates the units used since the last reading, multiplies by your configured pence-per-kWh rate, and adds the amount to the pitch holder's next monthly invoice automatically.
What if a season holder's card payment fails?
Failed payments appear as outstanding invoices in your admin immediately. You can send the holder a Stripe payment link from the invoice record — they receive an email and pay the outstanding amount in one click. The system logs payment attempts and sends automatic payment failure notifications.
Can season holders have different monthly rates?
Yes. Each pitch holder has their own monthly fee set individually. Different pitch sizes, positions, and negotiated rates can all be accommodated — the billing system does not require a uniform rate across all holders.
How does the annual renewal process work?
Set a season end date per holder. 60 days before the end date the system automatically sends a renewal invitation email with the proposed terms for the new season. If the holder accepts, their billing continues. If not, the pitch is released back to transient availability for the following season.
Is the season pitch module included in all plans?
The basic season pitch record (locking a pitch to a holder, storing guest details) is available on all plans. Automated monthly billing, electricity metering invoicing, and the annual renewal workflow are part of the Pro plan and above.
Stop chasing monthly fees — let the system collect them automatically
Season pitch billing and electricity metering that runs itself. Your team enters meter readings. The invoices, payments, and records take care of themselves.
Register your campsite freeAlso see: Online booking system · Advanced features