Payments
Kolva Club handles payments through Stripe (cards), GoCardless (Direct Debit), and manual cash tracking. Everything in one place.
Payment methods
- Card payments (Stripe) — Parents pay instantly with a saved card. Works for one-off and recurring payments.
- Direct Debit (GoCardless) — Preferred for recurring monthly fees in the UK. Lower fees, automatic collection.
- Cash — Coaches log cash received. You confirm receipt in the payments page.
Set up payment processors in Setting Up Payments.
Payment list
Go to Payments in the sidebar to see all payments. Filter by status (Pending, Paid, Overdue, Failed, Refunded), payment method, or date range.
Payment statuses
- Pending — Awaiting payment from parent
- Paid — Payment collected successfully
- Overdue — Past the due date and not paid (auto-detected daily)
- Failed — Payment attempt failed (card declined, insufficient funds). Auto-retried.
- Refunded — Payment returned to parent
- Disputed — The parent's bank has opened a chargeback. See “Disputes” below.
Revenue vs disbursements
Kolva Club distinguishes between two types of payment:
- Revenue — Money going to your club (membership fees, session fees)
- Disbursements — Money you collect on behalf of suppliers (competition entry fees, travel costs, kit suppliers). This isn't your revenue — it passes through to a third party.
This distinction matters for accounting and tax reporting.
Manual payment recording
Click Record Payment to log a payment manually (e.g. a bank transfer you received, or a payment made outside the system).
Cash confirmation
When a coach logs cash, it appears as an unconfirmed payment. Go to Payments and look for unconfirmed items to verify and confirm them.
Payment reminders
Automatic email reminders are sent 3 days before a payment is due, on the due date, and 3 days after if still unpaid. These run automatically via scheduled jobs.
Refunds
On the Payments page, any Paid Stripe payment shows a Refund button in the Actions column on the right. Cash payments don't show this button — adjust those manually.
Click Refund to open the refund modal:
- Full refund (default) — returns the entire amount.
- Partial refund — specify a smaller amount in pounds.
- Reason (optional) — Requested by customer / Duplicate / Fraudulent. Helps Stripe with their fraud signals.
The refund is processed via Stripe immediately. Funds typically reach the parent in 5–10 working days for cards. Stripe also reverses the platform fee and processor fee proportionally — you don't pay anything to refund. Every refund is written to the audit log with who actioned it.
Payouts
Click the Payouts button on the Payments page to see a settlement view of money landing in your bank account. Each row shows arrival date, gross amount, Stripe and platform fees, net to your club, and how many parent payments were included.
Tap a row to drill into that payout and see exactly which families and what they paid for — useful for reconciling against your bank statement and (later) syncing to Xero.
Disputes (chargebacks)
If a parent's bank opens a chargeback on a payment, every active club admin gets an email notification with the dispute reason and a deep link to respond in the Stripe dashboard. The payment is auto-marked Disputed in your payment list.
Stripe gives you a hard deadline (usually around 7 days) to upload evidence. Common evidence: signup forms, attendance records, communications with the parent. If you don't respond by the deadline, the dispute is automatically lost and the funds are not returned. Contacting the parent directly is often the fastest path — many chargebacks are resolved by the cardholder withdrawing them.