Reading the club’s finances

If your club has given you finance access, a Finance item appears in your sidebar — under More at the end of the bottom bar on a phone. It opens the club's money: what has come in, what is still owed, and how it reconciles against the bank.

You see the same figures the club's treasurer sees. This is not a cut-down copy of their page; it is the same page in your portal, so you don't need a separate admin login to read it.

It is off by default for coaching staff, and most coaches will never have it. Finance covers every family's payments and arrears, so a club super admin has to turn it on for you specifically — on the Staff page, open your profile's Access tab and look under Additional access. For how finance access fits alongside the other grant-gated sections, see Use your extra access.

If it was switched on and you still can't see it, sign out and back in — the access check runs once when the portal loads.

If Finance shows We couldn’t check your access to Finance, your access has not changed: the check could not reach Clubhouse, usually because the connection dropped. Tap Try again once you're back online.

Summary is the tab to start on. It answers the questions a committee asks at a meeting: how much came in over the period, how it splits across programmes, what is sitting unconfirmed, and what is overdue. Every figure on it is a link — tap one and you land on the rows behind it, already filtered.

Transactions is the full ledger, one row per payment, with Refunds as a second view. Search it by family, filter by status or programme, and export what you find to a spreadsheet.

The date on a row is the date the money landed — the day a card payment went through, or the day a bank transfer actually reached the club's account, which is not always the day someone got round to confirming it. Filtering, the period totals and the exports all follow that date, so a transfer sent at the end of one month and confirmed in the next is reported in the month it arrived. A payment still in flight has no landed date yet, so it shows the day the family started the checkout.

Not every row is money the club has. A payment can fail — most often because a family's bank refused it — and those rows stay in the ledger with a Failed status so the club can see them and follow up. Open one and the amount is labelled Attempted rather than Charged, with nothing against what reached the club, because nothing did. The amount shown is what the family tried to pay, which is what you need if you are the one ringing them.

Banking is where the money is matched to the bank. Payouts ties each Stripe deposit to the payments inside it, Reconcile lists bank transfers a family says they have sent so they can be matched off the statement, and Xero shows what has posted across to the club's accounting.

Debtors is who owes what, aged. Fees the club can't price yet — usually a season fee waiting on Football NSW — are shown separately and are deliberately not chased. Show the families under that figure lists who they belong to, with any payment plan already agreed.

Finance access lets you read the club's money. It does not let you move any of it. So you won't see buttons to issue a refund, confirm a bank transfer, record a payment, correct the date a payment landed, set up a family's payment plan, or post to Xero — those stay with the club's treasurer and its super admins. (A technical director can still set up a plan for a player in their own programme, because that comes with the programme, not with Finance access.)

That split is deliberate rather than an oversight. Reading the finances is useful to a lot of people around a club — a technical director costing a programme, a head coach checking whether a squad's fees are in. Moving money out of the club's account is a much smaller job, and it belongs with the officer the club has appointed to it.

If you need something refunded or matched off, ask the treasurer. The row you are looking at has everything they need to find it.

One exception to know about: the Debtors tab's Ask families to pay and Send reminders buttons are open to you. They don't move money, but they do message families about what they owe. Both show you who will get a message and what they'll read before anything sends, and Send reminders also says which families it's leaving out. Once you confirm, the message can't be taken back. Agree with the treasurer before you use either.

Ask families to pay skips any family already on a payment plan, because their plan collects the balance. When Football NSW confirms a fee that families were paying by plan on an estimate, telling them the confirmed figure is the treasurer's job, so that step doesn't appear for you.

Nothing here is visible to families. Families see their own payments and receipts in their own portal, and never anyone else's.

The Summary tab's exports are built for the club's own reporting: a GST export for the BAS, and a board pack for committee meetings. Both cover whichever period is selected at the top of the tab, and the club's financial year start is configured by a super admin.