Member payments

The Member payments page is where you connect your club's bank account and set up how you take money — registration fees, event tickets and shop sales. Funds go straight to your own account through Stripe (or Square); ClubHelix never holds your money. You'll find it under Revenue → Member payments in the admin sidebar.

Who can use this

Online member payments are part of the Standard plan — on the Free plan this page shows an upgrade panel, though you can always record cash, cheque and bank-transfer payments from a member’s page. Only club administrators can set up or change payments. If a moderator or member opens the page, they'll see a friendly notice ("Only club admins can configure payments") rather than the settings. You'll also need Stripe (or Square) configured for your site before you can connect a provider; if it isn't, the page shows a warning banner explaining what's missing.

What's on the page

• A provider tab for Stripe Connect and one for Square, with an "active" badge on whichever you're connected to.
• A status panel showing whether onboarding is complete and whether charges and payouts are switched on.
• An embedded Stripe panel right on the page: while you're setting up it walks you through onboarding without leaving ClubHelix, and once you're connected it shows three tabs — Payments (every charge, with refunds and dispute handling), Payouts and Account settings — plus a notification banner that appears only when Stripe needs something from you.
• Once you've connected Stripe, a Payouts go to panel showing the bank account (or debit card) Stripe will pay your club into — bank name and the last four digits, read directly from Stripe. ClubHelix never stores your bank details.
• A ClubHelix platform fee card showing the fee your organisation pays on online payments — see the FAQ below for how it works.
• A Payment settings card, and a Recent payments table with a View all orders → link.
• An Accounting export card for downloading every payment in a period as a CSV — for your treasurer, or straight into Xero.

Step by step

Connect Stripe and start taking payments

Set your country before you start. Stripe fixes an account's country at the moment it's created and can never change it afterwards, so ClubHelix builds your Stripe account from the country on your Business details page — and from its currency. Get that right first and the rest follows; get it wrong and the only fix is a brand-new account. If your country is blank, the page says so and Start onboarding won't run until you've added it.

Card payments are available to clubs in Australia, New Zealand, the United States, Canada, the United Kingdom and the eurozone. If your club is based somewhere else, the page tells you plainly instead of offering the onboarding buttons — free events, free programs and payments you record by hand all still work, and we'll add more countries as we go.

1. Open Business details and check your country is right. Fix it there if it isn't.
2. Back on Member payments, stay on the Stripe Connect tab (it's the default).
3. Read the Stripe agreement note, then select Start onboarding. Your account is created for your country, in your country's currency.
4. Stripe's onboarding form appears right on the page — enter your club's details, ID and bank account. Complete each item; you only need to enter each thing once. (If the embedded form can't load, a Use the Stripe-hosted flow instead button takes you to the same form on Stripe's site.)
5. When you finish, the page refreshes with a confirmation banner. If the status hasn't updated yet, select Refresh status.
6. Once Charges enabled reads Yes, you're ready to take payments.

If Stripe still needs more information, the page lists exactly what's outstanding (grouped under headings like "Your details" and "Payouts"), and a Stripe notification banner appears above the embedded panel with the fastest way to resolve each item.

Manage your Stripe account

Once connected, the embedded panel gives you three tabs without leaving ClubHelix:

• Payments — every charge on your account, with search, refunds and dispute responses built in.
• Payouts — upcoming and past payouts to your bank.
• Account settings — update your bank account, business information and contact details.

Prefer Stripe's own site? Open Stripe dashboard → (top right) still opens your Stripe Express dashboard, and Update details on Stripe instead runs the hosted update flow.

Use Square instead

1. Open the Square tab.
2. Tick the box to agree to Square's Australian terms and disclosures.
3. Select Connect Square and authorise the connection.

Square handles one-off payments only (shop, tickets, registrations). Recurring memberships and instalments still need Stripe. To switch back, select Disconnect Square.

Edit your payment settings

1. In the Payment settings card, choose your Default currency and enter a Statement descriptor (what members see on their bank statement).
2. Fill in the Receipt footer (added to every receipt email — handy for your ABN or contact details) and your Refund policy (shown at checkout).
3. Select Save settings.

Export payments for your treasurer

1. Scroll to the Accounting export card. The period defaults to the current financial year to date (starting 1 July); change From and To for a different period.
2. Choose a format:
   • Detailed CSV — one row per payment with the source, a description, the payer's name and email, gross amount, platform fees where recorded, refunds, the net amount, currency, provider and a receipt link, plus a totals row at the end.
   • Xero bank statement CSV — Date, Amount, Payee, Description and Reference columns in Xero's bank-statement import format. Fully refunded payments (netting to zero) are left out.
3. Select Download.

The export includes every payment recorded in the period — online payments through Stripe or Square (registrations, memberships, tickets, shop sales), cash, cheque and bank-transfer payments you've recorded manually, and donations. Payments made by someone without a linked account (for example a guest ticket buyer) show as "Guest / unknown". Amounts are GST-inclusive exactly as charged; no GST breakdown is attempted — your accountant applies the right tax treatment in your accounting software. Dates use UTC.

Importing into Xero: go to Business → Bank accounts, pick the bank account your payouts land in, and select Import a statement, then upload the Xero-format CSV. Match the imported lines against your actual payouts when you reconcile.

Field reference

Tips & FAQ

• How does the ClubHelix platform fee work? ClubHelix deducts a small percentage of each online payment before the money settles to your account — your members never pay extra at checkout, and the fee is returned to you whenever you refund a payment. The rates depend on your plan and on what's being paid for — registrations, memberships, shop sales and bookings share one rate, while event tickets and fundraising (donations and raffles) have their own — all published on the pricing page, with the ClubHelix platform fee card on this page always showing the exact rates you're paying. There's never a fixed per-transaction amount on top. Your payment provider's own card processing fee (charged by Stripe or Square at their published rates) is separate.
• Nothing in Recent payments yet? Payments only appear once you publish a registration form, sell tickets or open your shop.
• View all orders → breaks payments down into Registrations, Tickets and Shop. For day-to-day order management, see Orders, Registrations and Shop.
• "Your payment account is set up for the wrong country"? The country Stripe holds for your account doesn't match the country on your Business details page — usually because the account was created before you set your country. Stripe can't change an account's country, so that account can't take card payments for your club. If your business details are wrong, fix them on Business details and the warning clears. If the Stripe account is wrong and it has never taken a payment, use Start again with a new account. If it has already taken payments, change nothing and contact us — we'll work out the safest way to move across.
• What does "Start again with a new account" do? It deletes the Stripe account we created for your club and clears the connection, so you can onboard again with the right country. Your members, orders and records aren't touched; only the Stripe connection goes. It's offered only when the account has never been able to take a card payment and your club has no card payment recorded through Stripe, because a new account can't inherit an old one's history, payouts or refunds. If the button isn't there, that's why, and contacting us is the right next step.
• Which countries can take card payments? Australia, New Zealand, the United States, Canada, the United Kingdom, and the twenty eurozone countries. Your account is created in your own country's currency, so an Irish club is paid in euro and a Canadian club in Canadian dollars. Everything else on the platform works from anywhere, and the Member payments page tells you where your club stands rather than letting you start something that can't finish. If you're in the Channel Islands or the Isle of Man, talk to us first — a club legally established in the UK connects as the United Kingdom, and one established locally can't connect yet.
• Stripe says it's verifying? That's normal and usually quick. Use Refresh status once Stripe emails to confirm. Keep your Business details accurate, as Stripe checks them during onboarding.
• Worried you've entered the wrong bank account? Check the Payouts go to panel — it shows the bank name and last four digits Stripe has on file. Stripe verifies the account during onboarding, and a mistyped account simply bounces the payout back rather than losing the money. If it shows Action needed, select Update Stripe details to fix it.