Billing & sponsors

Plans bill through Stripe on a predictable 28-day cycle, or yearly at a discount, with self-serve upgrades and downgrades, prices viewable in your currency, and every invoice on record in the admin. Switch plans in place and the new price applies from your next renewal — no surprise charge today.

Paid plans are priced in member bands, so a 60-member club never pays a 500-member price. Grow past 90% of your band and you get a warning first — your price never changes without you confirming the move. On a yearly plan you see the exact pro-rata amount before you agree to anything, and your renewal date stays put.

Collect club fees online — memberships, registrations, tickets and shop sales — straight into your club’s own account through Stripe or Square. ClubHelix never holds your money, and the admin shows the exact bank account your payouts land in. Our cut is a small published platform fee — the exact percentage for each plan is on pricing, it is never surcharged to your members, and it comes back to the club whenever a payment is refunded.

Make it yours at the edges too: your own statement descriptor on members’ bank statements, your ABN and contact details in the receipt footer, and your refund policy shown at checkout. Cash, cheque and bank-transfer payments can be recorded alongside the online ones, so the books stay complete.

Season fees are a big hit in one go — so registration forms can take payment in 2–12 instalments, weekly, fortnightly or monthly, with pro-rata pricing for mid-season joiners. Instalment plans for families, without the treasurer running a layby book.

Automatic renewal reminders go out before fees fall due: choose how many days ahead (say 30, then 7), customise the message, and each email links the member straight to the form that renews them — with an optional “your membership has lapsed” nudge afterwards.

One accounting export covers your club’s financial reporting: every payment in a period — online, cash, cheque and bank transfer, refunds and all — as a detailed CSV with a totals row, or as a Xero-ready bank-statement CSV. The period defaults to the financial year to date, so the AGM figures are a download, not a weekend.

Club sponsorship management starts with your menu: sell sponsor packages — name, asking price and the assets included — and when a deal lands, the package’s asset list becomes the agreement’s delivery checklist automatically. Record each agreement with what was promised and what has been delivered, track the money received (with an emailed receipt for the sponsor), and let renewal reminders nudge the committee 30 and 7 days before a deal quietly expires.

Stat tiles keep active agreements, their combined value and everything ending within 60 days in front of the committee — and sponsor money keeps its own ledger, never mixed into member payments.

On the public side, group sponsors into tiers — Gold, Community, whatever fits — and put sponsor logos on your club website with one section: a compact strip, a logo grid or a tier-grouped wall, dropped onto any page. Drag to reorder, and expiry dates retire logos automatically when a deal ends — no stale logo embarrassing anyone next season.