Recording payments and reconciling
Marking invoices paid, bulk reconciliation after a direct-debit run, and the "I've paid this" self-report.
Plenty of clubs collect money outside the platform — standing orders, a direct-debit run, cash at the door — and still want invoices tracked in one place. Reconciliation is built for exactly that.
Marking one invoice
Mark it paid and record how it settled — direct debit, bank transfer, card, cash or other — plus an external reference such as the payment ID or your accounting document number. That reference is what makes the row traceable later.
A whole month at once
After a direct-debit run, filter the invoice list and mark the whole selection paid in one action with a shared method and reference, rather than opening each one.
"I've paid this"
If online payments are off, families get an I've paid this button instead of a pay button. That does not mark the invoice paid — it flags it as awaiting confirmation so staff can check the bank and confirm. The invoice stays open until someone does.
When payments are off, you should also fill in your payment instructions so families know where to send money. That free text appears on their invoice screen.