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Payments and refunds

Every membership fee: mark it paid, waive or void it, match bank transfers, chase what is owing, refund a paid fee.

OrganiserAccount adminUpdated 27 October 2026
On this page
  1. What it's for
  2. Before you start
  3. Steps
  4. What success looks like
  5. If something goes wrong
  6. Related

What it's for

Race Bureau holds no money. This screen records what the club received — cash, a bank transfer, a card taken through the club's own Stripe — against each member's fee, and gives you the list of what is still owing. Three tabs: Fees, Bank transfers, Owing.

Before you start

  • Fees exist once members join or are added with a membership type.
  • The club's money feature switched on; card payments need Stripe under Club payments.

Steps

  1. Open Members › Payments & refunds. The Fees tab shows DUE, OVERDUE, PAID THIS SEASON and REFUNDED, then one row per fee.
    Due, overdue, paid, refunded — one row per fee
    The Fees tab
  2. Filter by status (Due, Overdue, Paid, Refunded, Waived, Void, All) and Method (Card, Cash, Bank transfer, Direct debit), then press Filter. Paid from … to with ⬇ Xero CSV exports a date range.
  3. Press Actions ▾ on a row. Pick the method, then Mark paid; or Waive (no charge), Void (cancel the fee), or Send payment link (the family's pay page by email).
  4. On Bank transfers, paste your bank statement CSV under Bank statement or Upload CSV, then press Match. Rows whose reference matches an RB-… reference are listed; press Mark paid on one or Mark all matched. One receipt per payment.
    Paste the statement, match the RB- references
    The Bank transfers tab
  5. On Owing, see OWING and OVERDUE with one row per account; filter Memberships / Entries and Overdue only. Chase all emails everyone listed; Print for team captains prints the list.
  6. To refund a paid fee, open the member's page from the Roster and press Refund on the fee.

What success looks like

DUE falls to zero before the season's first race, every bank transfer with a reference has been matched, and the Owing list is what you chase.

If something goes wrong

  • A bank transfer does not match: the payer left the reference off. Find the fee under Fees and Mark paid by hand with method Bank transfer.
  • TBC: the refund dialog's own fields (amount, reason, receipt) were not confirmed on this screen — the Money area holds refund policies and the ledger.
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Payments and refunds · Race Bureau Help