Post payouts to Xero

Families pay the club in ones and twos, but Stripe pays the club's bank account in batches. Closing the books each month means checking that each batch adds up, then sending it to Xero so your bank feed matches it without anyone retyping a figure. Banking → Payouts and Banking → Xero in Finance are where both happen.

Bank transfers never pass through Stripe, so they aren't in a payout; you confirm those in Match bank transfers.

• The club's senior administrators connect Xero in Settings → Integrations → Xero. Posting stays with the people who run the club's accounts, and anyone with Finance access can map the accounts; see Who can do what.
• Have your chart of accounts open, so you know which Xero account each bucket belongs in.

Until Stripe has paid the club anything, Payouts reads No payouts yet: Stripe pays automatically once money has been collected. Until Xero is connected, the Xero tab reads Xero is not connected, and nothing is posted until you've connected it and mapped the accounts under Post to Xero.

Stripe pays card and PayTo money into the club's account in batches. Banking → Payouts lists each deposit, and opening one shows what made it up: the payments collected, Stripe's fees, any refunds taken back, and the amount paid into the club account. If those don't add up, it shows the difference rather than hiding it.

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In the example, two season-fee payments of $881.70 and $439.35 made up the deposit, and the $1,321.05 paid into the club account matches them exactly. Each payment is the amount that reached the club, after the card cost the club carries, so there's no separate Stripe fees line to subtract.

To post to Xero, the club's senior administrators connect it in Settings → Integrations → Xero. Then, under Posting settings on Banking → Xero, choose a Xero account for each of the five buckets: Player fees, Events, Other income, Card and PayTo fees (posted as an expense, so income stays at the full amount families paid) and the Clearing account that deposits land in, so your bank feed matches in one click. A programme can have its own income account; any left blank use Player fees.

Nothing posts until all five are mapped. After that, Post now sends what's Waiting to post, and the Sync log shows what went across and when. Deposits post as totals, and no child's name is sent to Xero. The Summary's Needs attention also lists payouts not yet posted, with Post now beside them.

The Invoices for bank transfers option raises a Xero invoice for a family who was given the club's bank details and hasn't paid a day later. When you reconcile that bank line in Xero, the family is receipted in Clubhouse automatically.

• Every payout on Banking → Payouts adds up, with no difference shown.
• Nothing is left Waiting to post from before your last month end.
• Your treasurer reconciles the clearing account in Xero without retyping any figure.