The money loop at a glance

Collecting money in Clubside is three moves: define the fee once, request it from your families, and watch it land. You never chase checks, and you never handle card numbers. The screens below are from our demo club, so your team names will differ; the buttons will not.

Before you start

Your team's payment account must be connected (the one-time Stripe setup from onboarding). If your Financials page shows the account as Active, you are ready.

1. Create the fee, once

A payment item is a reusable fee definition. Set it up one time and invoice against it all season.

Coach Financials page — **Start at Coach › Financials.** Your team's payment account shows Active at the top, with the Send Payment Request button and your reusable Payment Items list below.

Creating a payment item — **Create a payment item.** Give the fee a name families will recognize, a short description, and the amount. "Fall Season Dues, $200" beats "Fee 1".

Payment item saved — **Saved and Active.** The item now lives in your list, ready to be attached to any payment request this season.

2. Send the payment request

Pick who owes, attach the fee, review the total, send. Clubside creates the invoice and emails the family a pay link.

Choosing the recipient — **Choose the recipient.** Select the parent (and optionally the specific player) the request is for. Your team is already selected.

Selecting the payment item — **Attach the fee.** Pick the payment item you created. You can combine more than one item on a single request.

Invoice details and total — **Review the details.** The due date defaults to 30 days out (change it if you need to), add an optional note, and check the running total.

Invoice pending — **Sent.** The invoice appears under Outstanding Invoices with a pending status, and the family gets an email with a pay link.

3. What the family sees

Parents pay online in about a minute, from their phone or computer. You never touch a card number.

Parent dashboard with pending invoice — **The parent's dashboard flags it.** A pending-invoice banner with a View & Pay button appears the moment you send.

Parent invoice detail — **One clear bill.** Line items, the amount due, and a single Pay button. If your club allows 2-pay or 3-pay plans, the options appear at checkout and installments auto-charge on schedule.

Stripe checkout — **Secure checkout by Stripe.** Card, Apple Pay, or saved details. Processing fees are shown to the family at checkout, so your team nets the full invoiced amount.

Payment success — **Instant confirmation** with the invoice number and amount, plus an emailed receipt.

Parent list shows paid — **Their balance drops to zero.** The invoice flips to Paid on their account immediately.

4. The money lands

Payments go straight to your team's own account. Clubside never holds your money.

Coach summary after payment — **Your Financials update in real time.** Revenue, outstanding balance, and paid-invoice counts reflect the payment as soon as it clears.

All invoices paid — **Everyone paid.** When the last invoice clears, the outstanding list tells you so. No spreadsheet required.

Good to know

Payment plans need nothing from you: if a family picks 2-pay or 3-pay, installments charge their saved card automatically on schedule, reminders go out on their own, and your invoice shows partially paid until the plan completes. Questions? Email support@clubside.io.

Invoicing Walkthrough

The money loop at a glance

1. Create the fee, once

2. Send the payment request

3. What the family sees

4. The money lands