> ## Documentation Index > Fetch the complete documentation index at: https://clubdock.co.uk/docs/llms.txt > Use this file to discover all available pages before exploring further. # What reaches your accounts > What ClubDock sends to Xero or QuickBooks for each booking, payment, cancellation and payout, and what it reads back. 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. ## 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. ## Payments | What happened | In your accounting software | | - | - | | You record a bank transfer, cash, cheque or voucher payment there | It appears on the booking in ClubDock | | A parent pays by card through ClubDock Pay | Applied to the booking's invoice, in the account you chose for card payments | | A parent pays from Tax-Free Childcare at checkout | Applied to the invoice, in the account you chose for Tax-Free Childcare | | A parent spends account credit | Only the money actually paid is sent. The credit is already in your ledger from when it arose | | A parent pays a balance later by card | Applied to whichever of the booking's invoices still owes it | | One payment in your software covers two bookings | Each booking gets only its own share | | A parent's prepayment is allocated to the invoice in Xero | Counted as paid, like any other payment | 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. > [!NOTE] > > 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. ## 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. ## When a booking changes | What happened | In your accounting software | | - | - | | A place nobody has paid for is cancelled | The invoice is changed to the new total, or voided if every place went | | A paid place is cancelled | A **credit note** for what it cost, against the invoice. It is linked to ClubDock's own credit, so the money is counted once | | You issue a credit note as a goodwill gesture | A credit note against the invoice, with its ClubDock number (CN-…) | | A booking's total goes up after it is paid | A **second invoice** for the difference. A paid invoice cannot be edited | | A Manager adds a charge before the booking is paid | One more line on the invoice, such as "Late collection (per 15 minutes) × 2 — Collected 18:25" | | A Manager adds a charge after the booking is paid | A second invoice named for the charge, such as "Booking CD-…: Late collection (per 15 minutes) × 2" | | A Manager removes a paid charge | A credit note saying "Booking CD-…: charge removed", with the charge's name | | Every place is cancelled but a charge stays | The invoice keeps the charge's line rather than being voided | ## 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](https://clubdock.co.uk/docs/money/credit-and-refunds.md). 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. ## 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. ## Related topics - [Card payments with ClubDock Pay](https://clubdock.co.uk/docs/money/clubdock-pay.md) - [How money works at your club](https://clubdock.co.uk/docs/money/how-money-works.md) - [FAQs](https://clubdock.co.uk/docs/help/faqs.md) - [Troubleshooting](https://clubdock.co.uk/docs/help/troubleshooting.md) - [Cancelling and changing a booking](https://clubdock.co.uk/docs/bookings/cancelling-and-changing.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.