Online payment collection streamlines your club's finances and makes it convenient for families to pay registration fees, membership dues, and other costs. ClubLogic integrates with major payment processors to provide secure, PCI-compliant transactions.
Say goodbye to chasing checks and cash. With online payments, you can track who has paid, send automated reminders, and generate financial reports effortlessly.
Why Online Payments Help Club Management:
Online payments give families a simple way to pay from a phone or computer, while treasurers get a single ledger of who has paid, what is outstanding, and when money was received. Automated reminders reduce manual follow-up compared with cash and checks alone.
Security and Compliance:
Card payments run through Stripe Connect on your club's account. ClubLogic does not store raw card numbers. Payment data is encrypted in transit; Stripe handles PCI scope for card processing. You can still record cash and bank transfers in ClubLogic with no platform fee on those entries.
Payment Processing Fees:
ClubLogic charges a 0.25% platform fee on online payments only (shown as a clear invoice line item). Stripe also charges standard card processing fees on your connected account — separate from ClubLogic. Cash and bank transfers recorded in ClubLogic have no platform fee. Online payments settle directly to your club's Stripe account.
Automatic Receipts and Record-Keeping:
Every payment generates an automatic email receipt to the payer with transaction details, payment method, and invoice information. These receipts are stored permanently in ClubLogic and can be re-sent or printed anytime. All transactions are logged in your financial reports with timestamps, payer information, and payment method for complete transparency.
Handling Failed Payments:
If a payment fails (declined card, insufficient funds), ClubLogic automatically notifies the family and provides a link to update payment information. You can set up automatic retry attempts (recommended: 3 days, 7 days, and 14 days after initial failure) to recover most failed payments without manual intervention.
Step-by-Step Guide
1Navigate to Settings (gear icon) and select "Payment Integration" from the left sidebar menu
2Review payment options: connect Stripe for online card payments, and use ClubLogic to record cash or bank transfers when families pay offline
3Click "Connect Stripe Account" if using Stripe. You'll be redirected to Stripe's secure portal to create an account or connect an existing one.
4Complete Stripe's onboarding process: provide your club's legal name, tax ID (EIN for US organizations), bank account for deposits, and identity verification documents
5Once connected, return to ClubLogic where you'll see a green "Connected" status next to Stripe
6Configure transaction fee handling: choose "Absorb Fees" (club pays all fees) or "Pass to Payer" (add convenience fee to family's total)
7Set your default currency (USD, EUR, GBP, CAD, AUD, etc.) based on your club's location
8Navigate to Finances > Fee Types and click "Create New Fee Type"
9Enter a descriptive fee name such as "Fall Season Registration", "Annual Membership Dues", or "Tournament Entry Fee"
10Set the fee amount in your chosen currency. You can use decimal points for cents (e.g., 199.99 or 250.00)
11Choose the fee type: One-time (single payment), Recurring (monthly/annual subscription), or Installment Plan (split into multiple payments)
12Set the due date - the date by which payment should be completed. You can also set an early-bird deadline with discounted pricing.
13Define who this fee applies to: select specific teams, age groups, member types, or individual members
14Configure payment options: allow full payment only, installments only, or let families choose between the two
15If offering installment plans, specify the number of installments (typically 2-6), payment intervals (monthly/biweekly), and whether there's an installment processing fee
16Set up automatic late fees: enable "Charge Late Fee" and specify the amount ($15-$50 typical) and grace period (0-7 days after due date)
17Configure automated reminder emails: set reminders for 30 days before, 14 days before, 7 days before, 1 day before, and on the due date
18Add a detailed fee description that explains what the fee covers (e.g., "Includes: uniforms, field fees, referee costs, tournament entries, year-end awards")
19Optional: Set minimum and maximum payment amounts if allowing families to pay custom amounts (useful for fundraising or donation fees)
20Review the fee summary showing total potential revenue, number of applicable members, and payment timeline
21Click "Save Draft" to save without publishing, or "Publish Fee" to make it immediately available for payment
22Once published, affected families receive an automatic email notification with payment instructions and a secure payment link
23Monitor payment progress from the Finances > Payment Dashboard where you'll see: total collected, outstanding balances, recent transactions, and payment trends
24Send manual payment reminders to specific families by selecting them in the "Outstanding Payments" list and clicking "Send Reminder"
25All payments are automatically reconciled and visible in Financial Reports (accessible from Finances > Reports)
26Generate and email receipts by going to any completed transaction and clicking "Resend Receipt" or "Print Receipt"
27At month-end, review the "Monthly Financial Summary" report and export to Excel for your club treasurer or accountant
Pro Tips
Offer early-bird discounts (10-20% off) for families who pay 4-6 weeks before the season to improve cash flow and reward planning
Set up payment plans for families who need financial flexibility - 3-month installment plans increase payment completion rates by 40%
Send payment reminders strategically: 1 week before, 1 day before, and on the due date - this reduces late payments by 65%
Use conditional fees to apply different rates based on criteria like sibling discounts, early registration, or member vs. non-member status
Enable automatic late fees with a grace period (3-5 days) but communicate this policy clearly in your registration materials
Create a "scholarship fee" option set to $0 or reduced amount for families experiencing financial hardship - assign manually
Bundle related fees together (e.g., "Complete Season Package" including registration, uniform, tournament) at a slight discount to encourage upfront payment
Test the payment process yourself before announcing to families - register a test account and complete a payment to verify everything works
Clearly communicate what each fee covers in the description to reduce parent questions and increase payment willingness
Set up payment confirmation webhooks to integrate with your accounting software (QuickBooks, Xero) for automatic reconciliation
Use the "Payment Dashboard" daily during registration periods to track progress toward your revenue goals
Enable partial payments to allow families to pay down balances gradually - many families prefer paying $50/week vs. $500 upfront
Create separate fee types for optional items (team jacket, tournament travel) so families can choose what to purchase
Configure automatic payment failure notifications for treasurers to follow up quickly on declined cards
Export payment data weekly during peak registration to monitor trends and adjust your communication strategy
Set up a "payment plan default" policy - decide if you'll automatically cancel registrations for missed installment payments (30-day notice recommended)
Use custom fields on payment forms to collect additional information like t-shirt sizes, dietary restrictions, or volunteer preferences
Enable "Pay by Check" option for families who prefer traditional methods, with instructions to mail payment to your club treasurer
Create an FAQ document about payment policies, refund procedures, and financial aid options - link it in all fee descriptions
Celebrate payment milestones - send emails when your club reaches 50%, 75%, and 100% payment completion to encourage stragglers
