The Payments tab is where you keep track of every payment coming into your club, from memberships and shop orders to event fees and facility bookings. It lives inside Treasury alongside the Membership tab.
Note: Only Full Admins can see all payments across the club. If you're a Group Admin, you'll only see payments from members in the groups you manage.
What you'll see on the Payments tab
At the top of the screen, two summary figures show you where things stand for the current period:
Received: the total amount that has landed in your club account after fees
Outstanding: the total currently owed across unpaid and failed payments
Each figure has a date range shown underneath it (for example, "1 Jan to 31 Dec 2026").
Below the summary cards, you'll find a search bar with a filter icon next to it. For more on searching and filtering, see How to Search and Filter Payments.
The list itself is grouped by date, with the newest group first. Each payment card shows:
The member's name, in bold
A "Paid by [Buyer name]" subtitle if someone other than the member made the payment
The source and product, for example "Membership · Junior Season 26/27"
The amount, on the right. This is white for Received payments, red for Unpaid or Failed, and shown with a strikethrough for Refunded or Waived
A status label underneath the amount (Received, Unpaid, Failed, Refunded, or Waived)
A chevron (›) showing the card can be tapped
Opening a payment's details
Tap any card to open a detail drawer with everything about that payment.
Header: the member's name, a quantity suffix if more than 1 item, and a buyer subtitle if someone else paid on the member's behalf.
Financials block: the amount, shown in gold for Paid payments and red for Unpaid or Failed. The label above it changes depending on status: "Your Club Receives" for Paid, or "Your Club will Receive" for Unpaid or Failed. Underneath, you'll see the fee breakdown:
A fee line specific to the source, such as Event Fee, Form Fee, Membership Fee, Product Price, or Facility Fee
"Payment Processing Fee" shown as a deduction from what you receive
"Checkout Fee · 50p per basket," which is paid by the member and never comes out of your club's amount
Info block: the source, product, quantity (for Shop orders with more than 1 item), payment method, and a Payment ID if the payment was collected through Stripe.
Order Details (Shop orders only, collapsible): variant details like size or colour, any custom checkout questions and answers, and the delivery address for shippable items.
Activity Timeline (collapsible, newest first): a log of everything that has happened to the payment, each with its own icon, such as "Paid to club," "Payment succeeded," "Payment started" (member self-checkout), "Payment requested" (you sent the request), or a failed payment marker.
What you can do from a payment's details
The action buttons you see depend on the payment's current status:
Status | Available actions |
Paid, not a Shop order | Refund Payment |
Paid, Shop order (not yet fulfilled) | Fulfil Order, Refund Payment |
Paid, Shop order (already fulfilled) | Order Fulfilled (shown as complete), Refund Payment |
Unpaid or Failed | Nudge to Pay, Record Manually, Waive Payment |
Refunded or Waived | None. These are final states with nothing left to action |
Each of these actions has its own guide: How to Send an Individual Payment Reminder, How to Record a Manual Payment, How to Refund a Payment, How to Waive a Payment, and How to Mark a Shop Order as Fulfilled.
Closing the drawer with the X takes you right back to where you were scrolled in the payments list.
FAQ
Why can't I refund a payment that's already Waived?
Waived and Refunded are both final states. Once a payment reaches either one, there's nothing more to do with it. If you need to collect on a waived payment after all, you'll need to send the member a new payment request rather than reopening the old one.
What's the difference between "Received" and "Outstanding"?
Received is money that's actually landed in your club account after fees. Outstanding is the combined total of anything Unpaid or Failed, in other words, money you're still owed.