Invoicing & Payments

Club Term generates an invoice automatically whenever a booking is created, and gives you the tools to get it paid — invoice emails carrying your club's name and bank details, sequential invoice numbers, and a dashboard of what's outstanding.

How Payments Work in Club Term

Club Term is designed around bank transfer payments, which are standard for UK sports clubs. Here's the flow:

1. You create a booking linking a customer to a session
2. Club Term automatically creates an invoice with a sequential invoice number (e.g., Invoice #42) — this is the reference the parent quotes on their bank transfer
3. You send the invoice to the customer by email — the email is HTML-formatted with your club's name, the amount due, and the bank details you configured in Settings → Payments, plus a link to the invoice in the parent portal
4. The parent makes a bank transfer quoting the invoice number
5. When the transfer arrives, you mark the invoice as paid in Invoices — reconciliation is a manual match-and-mark step; Club Term does not read your bank feed
6. You can also record partial payments against an invoice — the invoice shows the remaining balance

Invoice emails contain the invoice details in the message body and a portal link — they do not attach a PDF.

Card Payments (Planned)

Card payments via Stripe Connect are planned but not yet available. Today, parents pay invoices by bank transfer and you record the payment manually. Club card payments are separate from Paddle, which handles your Club Term subscription billing.

Discounts

Discount rules (percentage or fixed amount) apply automatically when invoice amounts are calculated. Rules can apply to all sessions, holiday clubs, or a specific program, and can require a minimum number of bookings (sibling discounts) or club membership. See Programs & Sessions.

Outstanding Payments

The dashboard and Invoices page show issued invoices and their remaining balances so you can see at a glance who still owes what. Overdue payment reminders sent automatically are on the roadmap — today, chasing is still a manual step.

Currencies

Your club has a default currency (set in Settings → Payments) used for new invoices and dashboard totals. Individual invoices keep the currency they were issued in, so records are never silently re-labeled.