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With Xero or QuickBooks connected, ClubDock sends each booking as an invoice, sends the payments it takes through ClubDock Pay, and reads back the payments you record yourself. This page says what to expect in your ledger at each step.

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Bookings become invoices

  • Each booking is raised as an approved invoice, addressed to the parent, not the child, on the day it is made.
  • Brothers and sisters on one booking go to one contact, with one line per child per programme. One family, one ledger.
  • Extras have their own line, such as “Packed lunch — Timmy — 5”.
  • Discounts are taken off each child’s line, and named at the end of its description, such as “Summer Camp — Sam Taylor — 3 sessions — 10% off 3 or more sessions”.
  • Tax-Free Childcare references. Each child’s reference is on their line, so you can match HMRC’s payment.
  • QuickBooks needs every line to name a product. ClubDock creates a service product called ClubDock bookings the first time it is needed, against a sales income account. If you make it inactive, bookings stop reaching QuickBooks, and each one says why.

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Payments

ClubDock never counts its own card or Tax-Free Childcare payment twice when it reads an invoice back. Money you recorded there yourself is brought back beside it.
The card payment on the booking is the full amount the parent paid. The smaller figure Stripe pays into your bank is reconciled against Stripe’s fees, below. ClubDock never replaces its card payment with that figure.

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Stripe payouts and fees

When Stripe pays your club out, its fees on that payout are posted as one expense line, dated the day the money arrived, from the account card payments arrive in. Your bank statement line then matches the payments less that one line.
  • No fee account chosen yet. The fees wait, counted as a sync problem, until you choose one under Settings → Accounting.
  • A payout you made by hand in your Stripe dashboard. Its fees are not posted, because Stripe cannot say which payments it carried. Record them from your Stripe dashboard.

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When a booking changes

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Refunds

Refunds are not sent. After you record a refund in ClubDock, make it in your accounting software too, using the reference the refund dialog gives you. See Credit and refunds. If you refund a card payment in your Stripe dashboard without anything in ClubDock to cover it, the booking shows as owing again. ClubDock does not send a negative payment, because neither Xero nor QuickBooks accepts one. Record that refund in your books yourself.

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Changes you make in your accounting software

ClubDock reads what you change there and writes nothing back in reply.
  • A payment is deleted or voided. It comes off the booking, which owes that amount again.
  • A payment is moved to another invoice (QuickBooks). It comes off the first booking, and appears on the other if that is a booking’s too.
  • An invoice is voided, or deleted in QuickBooks. Treated as withdrawn by you: its payments come off the booking, and ClubDock does not raise it again.
  • Xero cannot find a booking’s invoice. Nothing is changed. Xero never deletes an invoice outright, so this is a mix-up rather than a withdrawal. The booking keeps its payments and shows a sync problem.
  • A payment applied only to invoices ClubDock did not raise. Nothing changes in ClubDock.