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

1. Stay on the Stripe Connect tab (it's the default).
2. Read the Stripe agreement note, then select Start onboarding.
3. 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.)
4. When you finish, the page refreshes with a confirmation banner. If the status hasn't updated yet, select Refresh status.
5. 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.
• 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.