Chasing what players owe
Payments in Club Hub lists every payment request your club has made, whoever made it, newest first. It's built for the job of chasing, not for reading a statement.
What’s on the list
Every payment request your club has made, newest first: the treasurer’s monthly subs, a registration or kit fee, and the £3 a manager collected at Tuesday training. Each request is one row, however many people it went to, so “Kit and registration” for thirty players is one line, not thirty.
Each row shows:
- what it was: its name, plus the month for subs (“Monthly subs · October 2026”) or the match for a match fee;
- when it was raised, and when it’s due if that’s a different day;
- how many people it went to;
- where it stands: “7 of 30 still to pay”, and how much is outstanding. A Direct Debit that’s on its way shows as clearing, not as still to pay, because it isn’t late.
Across the top are three totals: outstanding, on its way, and written off. They cover every request your club has ever made, not just the ones on the screen. Choose a team and they cover that team.
Older requests are further down. Press Show older requests to load more.
Asking for a payment from here
You don’t have to ask a manager to do it. On Requests, press Ask for a payment (the button in the bottom corner), choose the team, then fill it in as a manager would in the Team Hub: pick one of the club’s templates or type an amount, say what it’s for, link it to a match if you like, and untick anyone who isn’t paying. The total shows before you send it. Club admins and team management can ask; a secretary can see requests but not raise one.
Not connected Stripe yet? Until your club’s Stripe account can take payments, Payments isn’t in the menu. A club admin connects it in Finances → Getting paid, and Payments, with its Requests, Schedules and Templates, appears as soon as it can. You can set your templates’ amounts before then, from Set your match subs and training amounts on your set-up checklist. A club that already has payment requests always sees them, Stripe or not, so nothing owed is ever hidden.
Who has paid for one request
Tap a request to see everyone it went to, with the people who still owe at the top. This is where you do the work.
Tap a person’s card to open the payment. It shows who it’s for, what it’s for, when it was requested and when it’s due, the amount, how much has been paid and what’s left, and every payment made against it, with how it was paid and who entered it. Everything you can do to that payment is there too:
- Record a payment for money you’ve already received: cash, a cheque, a bank transfer. The amount starts at what’s left, and you can change it for a part payment. It doesn’t charge anybody.
- Write off, or Put back once written off (see below).
- Remove a payment entered by mistake, under the payments made. It only removes the record: nobody is refunded, and the charge is owed again.
Nothing is offered that wouldn’t work: there’s no Record a payment on a charge that’s paid or written off, and no Write off on one that’s paid.
Several people at once
When the whole squad paid cash at the AGM, you don’t have to open thirty cards. On a request’s page:
- Tick the people: each has a tick box, and once one is ticked, tapping anywhere on another ticks them too. Select all ticks everyone who still owes and leaves out anyone already paid or written off.
- Press the button in the bottom corner, now Act on several, and choose Record as paid or Write off.
Record as paid records each person’s full outstanding amount, with one method (cash, cheque, bank transfer) and one date for everybody. For a part payment, open that person’s card instead. Write off takes one reason, kept on each charge.
You’re asked to confirm first, with the number of people and the total: “Record £60.00 from 4 people as paid by cash?”. Then each person is dealt with on their own, so one that can’t be done doesn’t stop the rest. If somebody had already paid or been written off in the meantime, the page says who: “4 recorded; 1 had already been paid (Sam Lee).”
Who can record and write off
Club admins, owners and secretaries can record payments, write charges off, put them back and remove a mistaken payment, for anyone at the club. A secretary can’t change what the club charges: schedules and templates are a club admin’s.
Team managers and team management do the same in the Team Hub, for their own squad only. See Asking your squad for money.
Everything one person owes
Type a name in Find a person and choose them. You’ll see every request they’ve been sent, however old, with what’s outstanding in total. You can get there from a request too: open somebody’s payment and tap their name.
This is the answer to “what do the Hargreaves owe?”. Tap a line to open that payment, which links back to its request.
Narrowing it down
- Team: just one team’s requests, which is usually how a manager asks you.
- Show → Only with something owed: leaves out every request that’s fully paid, however old. It’s the quickest way to find an old debt that’s still open.
What the labels mean
| It says | It means |
|---|---|
| Owed | Raised, not due yet. Nothing to do. How long players have is your club’s Time to pay, under Payments → Schedules. |
| Overdue | Past its due date and nothing has been paid. |
| Payment on its way | They have paid and the money is still clearing. |
| Paid | Settled in full. |
| Written off | Somebody decided not to collect it. |
“Payment on its way” is not late. A Direct Debit takes a few days to reach the club, and during those days the full amount still shows as outstanding even though the player or guardian has done everything right. That’s why it has its own label, so nobody gets chased for money they’ve already sent.
Every unpaid row also says how overdue it is: “3 days overdue” and “94 days overdue” are very different conversations, and a date on its own doesn’t tell you which one you’re having.
Writing a charge off
Open the payment and press Write off when somebody shouldn’t be asked — somebody having a hard year, a charge raised by mistake, a player who left before the session. To write off several at once, tick them (above).
You have to give a reason. It isn’t optional, and that’s deliberate: a write-off nobody can explain a year later is exactly what the reason is for. Whoever looks at that charge later sees it, including the player or their guardian.
Two things worth knowing:
- It doesn’t refund anything already paid against that charge. If you need to give money back, do that the way you normally would.
- It is not recorded as income. The written-off total is money you decided not to collect, which is a different thing from money you received.
“The register no longer says they came” appears on a training fee when somebody’s mark changed after they were charged. Write it off if they weren’t there, or leave it if the register was wrong.
If you change your mind, the same payment offers Put back — with a reason too, because “why is this back?” is the same question.
Charging on a schedule
Monthly subs, match fees and training fees can be raised automatically: see Charging on a schedule.
Reminding who hasn’t paid
On a request’s page, Remind who hasn’t paid (the button in the bottom corner) sends everyone still owing a reminder, by email and in their app, after you confirm. Nobody is reminded more than once a day for the same payment, and the message after says who was reminded and who had already been reminded today. Club admins, owners and secretaries can remind; a team’s manager can remind their own squad from a match in the Team Hub.
Players and guardians are also told when they’re first asked for anything: a request, a fine, or one of your schedules’ charges, like monthly subs.
Templates for your managers
The Templates tab of Payments holds the shortcuts your team managers see when they ask their squad for money: “Training fee £3”, “Match subs £5”, “Tournament entry £15”. Club admins add one from the button in the bottom corner.
Every club starts with two, Match subs and Training, with no amount, because only your club knows what it charges. They say Amount not set until a club admin opens one’s menu and chooses Set the amount. Until then, a manager who picks one types the amount themselves. Any template can be renamed or changed the same way, with Edit.
Each template also says what it’s for: From a match fills it in when a manager asks from a match, From a training session when they ask from a session, and Neither just offers it. Match subs starts as a match template and Training as a session one.
They’re a convenience, not a rule. A manager can still type a different amount when they need one — and they will, because reality produces a tournament entry fee nobody planned. Removing a template doesn’t change anything already charged with it.
Paying
Once your club has connected Stripe, players and guardians see a Pay button on each charge in their Player Hub. The money goes straight into your club’s own Stripe account, and the charge moves to paid by itself — nobody has to record it.
How they can pay is set in Finances → Getting paid, under How people can pay you (the same choice covers people hiring your facilities):
- Card is always offered, including Apple Pay and Google Pay.
- Direct Debit is offered once Stripe has everything it needs. If the page says Direct Debit needs one more detail, that’s usually just an email address your members can contact you on. It’s worth finishing: on regular payments it costs your club far less than cards.
- Anything else your Stripe account can take — Klarna, Link, Revolut Pay, Amazon Pay, Pay by bank — is listed there too, switched off until you choose to offer it. Klarna lets people pay later or in instalments, which means Klarna is lending them the money; it’s off unless you decide your club wants that.
Somebody paid cash, or by transfer? Open their payment and press Record a payment. It shows as your club’s record rather than Stripe’s, so whoever does the books can tell the two apart.