Chasing what players owe
Payments in Club Hub is one list of everything your club has asked players for — whoever asked. It's built for the job of chasing, not for reading a statement.
What’s on the list
Every charge raised against a player: the treasurer’s monthly subs, a registration or kit fee, and the £3 a manager collected at Tuesday training. Each row shows who it’s for, which team, how much, and what’s happened to it.
Across the top are three totals — outstanding, on its way, and written off. They follow your filters, so “what does the under-12s owe” is a real question you can answer.
Finding the people you want
There are two ways people chase, and both are one step:
- “Who hasn’t paid for September?” — set the status to Overdue and the dates to September.
- “What do the Hargreaves owe?” — type the name in the Person box.
You can also narrow to one team, which is usually how a manager asks you.
What the labels mean
| It says | It means |
|---|---|
| Owed | Raised, not due yet. Nothing to do. |
| 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 family 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
Use Write off when somebody shouldn’t be asked — a family having a hard year, a charge raised by mistake, a player who left before the session.
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 family.
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.
If you change your mind, the same row offers Put back — with a reason too, because “why is this back?” is the same question.
Preset amounts for your managers
Preset amounts sets the shortcuts your team managers see when they ask their squad for money: “Training fee £3”, “Match subs £5”, “Tournament entry £15”.
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 preset 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 on Payments setup, under How families can pay:
- 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 families 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? Record it as you always have. It shows as your club’s record rather than Stripe’s, so whoever does the books can tell the two apart.