Match bank transfers
Offer families the free way to pay, then confirm each transfer against the bank statement so they get their receipt.
Bank transfer is the cheapest way for the club to be paid, and the one that needs you. A family who chooses it sees the club's account details and their own reference, pays from their banking app, and taps I've made the transfer. The money reaches the club's account a day or so later. Banking → Reconcile is where you match the two.
A family whose transfer you haven't matched still shows as owing on Debtors, so match transfers before anyone is chased in Collect season fees.
- Confirming a transfer and recording a payment stay with the people who run the club's accounts. See Who can do what.
- Have the club's bank statement, or your internet banking, open beside Clubhouse.
Bank transfer is optional, and until it's switched on Reconcile reads Bank transfers are switched off: families are only offered card and PayTo at checkout, so nothing arrives here.
The account details come from Bank details at the top of Reconcile. The club's senior administrators fill in Bank transfer details: tick Offer bank transfer at checkout, enter the account name, BSB and account number (or a PayID), and choose what can be paid this way. A preview shows exactly what families will see. The treasurer can read these but not change them, because a wrong account number would redirect every future payment.
Once it's on and no family has sent anything yet, Reconcile reads No transfers to confirm.
Each transfer under Waiting on you shows the family, their reference, what it's for and the amount they said they sent. Check it against your statement, open it, and choose what happened:
| What happened | What it does |
|---|---|
| Matched exactly | The full amount arrived with the right reference. The payment is recorded and the family gets their receipt. |
| Matched without a reference | You found it by amount and date. |
| Underpaid | Records what arrived. The rest stays owing, and a retention place isn't secured until it's paid. |
| Overpaid | Records the full amount. Refund the extra from the payment under Transactions. |
| Duplicate transfer | The family paid twice. Record it, then refund it. |
| Paid by card instead | Closes it without recording anything, because the card payment is already there. The family isn't told. |
| Never arrived | The family owes it again and reappears on Debtors, and they're told. |
| Cannot tell which family | Two transfers of the same amount and no way to tell them apart. Leave for now rather than guess. |
Refunding the extra from an overpaid or duplicate transfer is covered in Look up and refund a payment.
Money can also land that nobody told you about. Record a payment matches it to a family by reference or by name, with the date it landed. Import a bank statement takes a statement exported from your internet banking and lines it up against what's waiting, and nothing is recorded until you confirm each one.
When you record a transfer as matched, the family gets their receipt, and the payment shows as paid on their fees screen:
Pay your fees and keep the receipts shows their side, including the bank details and reference they pay with.
- Nothing under Waiting on you is older than your last statement.
- No family on Debtors has a transfer you've already seen land.
Last reviewed 14 Oct 2026
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