Money, from the entry to Xero
The club's own Stripe, the fees that fall due, the one pay page, what the desk records, refunds and credits, who still owes, and the sync to Xero.
What it's for
Race Bureau connects the payments and never holds them. Every fee — a membership, a race entry, a coach's athlete-day — is paid into the club's own Stripe or bank account; Race Bureau records the line, writes the receipt, quotes the refund against the club's policy and posts it all to the club's Xero. This page is the money's road from the first setting to the accountant.
The chain
- Club payments — one Settings page: the Stripe card, the default entry fee, currency and GST number, what happens to an unpaid athlete, the bank account the pay page shows, the payment terms. → Club payments
- Connect Stripe — card payments run on the club's own Stripe account; at Ready to take payments tick Card under ENTRY FEES. → Connect Stripe
- Fees fall due — a membership when someone joins or renews on the club's join page; a race entry when a member is entered or a coach confirms an athlete-day; each priced by the membership type or the race's member and guest fee. → Join and renew · Enter races · Coach accounts and the pay sheet
- One pay page — behind the joining email, the family page and the coach's confirmed athletes: tick the lines, then Pay NZ$… by card, Pay by bank transfer with an
RB-reference, or Pay later / at the desk. Nothing is recorded as paid from the page itself. → The pay page · Families - The desk records what arrived — card payments arrive through Stripe's confirmation; a bank statement is matched by its
RB-reference under Bank transfers; cash is ticked on the phone's pay sheet or in the PAID column of Manage Competitors. → Payments and refunds · Pay sheet on the phone - Who still owes — every due line of the season, grouped by payer, with Chase all (one pay link per family) and Print for team captains. → Owing
- The ledger — one line per movement, newest first: fees, card fees, refunds, credits, disputes, payouts. → Ledger
- Refunds and credits — a single refund from the payment's own row, quoted against the club's policy; a bulk refund for a race, day or event; a credit the next checkout uses first. → Refund policies · Refunds and credits
- Reports — Event money, Season money, Refunds & credits, Payout match (each Stripe payout against its payments) and Coach accounts, as CSV or PDF. → Reports
- Xero — connect once, map the account codes, then every payment, refund, Stripe fee and payout posts by itself, hourly; nothing is posted twice. → Xero
What success looks like
Owing reads zero before the season's first race, every bank transfer with a reference is matched, Payout match ties each payout to the cent, and the next day's payments appear in Xero without a press.
If something goes wrong
- No card button on the pay page: Stripe is not connected or not yet Ready to take payments; bank transfer and later still work.
- A bank transfer does not match: the payer left the reference off or typed it wrong; find the fee and Mark paid by hand.
- A refund is refused as a card refund: card refunds are not open for the club yet; record a cash or bank refund.
- Xero reads Needs attention: the last sync stopped on a Xero error; what was sent stays sent.
Related
Was this helpful?