Finance & Payments
Club money, run properly.
One ledger for the treasurer, a proper way to pay for families, and numbers the committee can trust.
The treasurer’s view
Every dollar, one ledger.
Season registration fees, re-signing deposits and event tickets land in one place, with what needs attention sitting on top: failed cards, transfers to confirm, the next payout.
Collected · Season 2026
$48,760
Needs attention
Where it came from
Card 58% · PayTo 24% · Bank transfer 18%
The season at a glance
What the club has collected, where it came from and how it was paid — board pack and GST export one tap away.
Outstanding
$7,940
23
families
How overdue
Payment reminders sent to 14 families · Mon 20 Jul
Who still owes, and how overdue
Outstanding balances in aged buckets, with bulk reminders that chase politely — the treasurer never writes that message again.
Paying the club
Every way Australians actually pay.
Families pay inside the app — Apple Pay, Google Pay, card, PayTo or good old bank transfer.
- One price, whichever way they pay — nothing added at checkout
- A proper Australian tax receipt, emailed automatically
- Refunds happen where the payment lives, receipt trail intact
Presentation Night
2 adults · 1 child
$110.00
Card
Visa, Mastercard, Amex
PayTo
Straight from your bank account
Bank transfer
EFT with your family reference
Tax receipt emailed the moment it settles
Season fees
The season fee, collected without the chase.
Confirm the season’s fee and ask every family to pay in one tap — each family sees their own figure, less anything they’ve already paid.
- Pay in full or on the club’s instalment plan — the schedule is yours to set
- Later instalments can charge themselves — card auto-pay families switch on, and can switch off
- Every reminder carries the family’s own balance — never a generic blast
Season fees · 2027
The Nguyen family
$1,000 to go
of $1,500
$500 paid
Next instalment
$250 · 1 Nov
Pay in full any time — the plan just stops early
Club events
Presentation night, ticketed and paid — in the same app.
Put the event on the club calendar and every family is invited — tickets picked and paid in the same flow, naming who’s coming.
- Seats hold while a payment is in flight — no overselling
- The RSVP deadline reminds people itself
- Attendee list and sales ready to export for the door
Presentation Night
Sat 12 Sep · 6:30pm · The Pavilion
Adult
$45 each
Child (U12)
$20 each
Reconciliation
Bank transfers that reconcile themselves.
The moment a family says they’ve sent the money, an invoice is raised in Xero — the treasurer just does their normal bank reconciliation.
- Reconciled invoices settle themselves: receipt issued, family marked paid
- The invoice follows the transfer — voided if it lapses, credited on a refund, never double-counted
- A transfer nobody declared still finds its family — and anyone who’s seen the bank details is asked whether they’ve sent it, not chased for it
- A transfer that arrives short, over or unmatched waits for a person — and a digest makes sure it reaches one
- Payouts post to your chart of accounts, income and fees split properly
- Only the paying adult becomes a Xero contact — no child’s name leaves Clubhouse
Bank transfers
Nothing waiting · checked 12 minutes ago
Settled today
Nguyen family
Reconciled in Xero · receipt sent
Okafor family
Reconciled in Xero · receipt sent
The Marinos
Matched, never declared · receipt sent
R. Kaur
$205.00 · Expected $250.00
Invoice raised the moment a family declares. Nobody opened this screen.
The quiet superpower
Volunteer treasurers deserve professional tools.
One ledger — reconciled, chased and posted to the accounts — turns the hardest job at the club into one that can be handed over, or shared with a read-only grant for a helper who watches the debtors.
We’re starting with one club. Yours could be next.
We’re opening the doors to a small number of clubs each season. Register your interest and we’ll be in touch when places open.