> ## 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. # How money works at your club > The four things about your club that decide how parents pay, how you record it, and what reaches your accounts. Every booking records what the family owes, what they have paid and what is left. How that money arrives, and where it is recorded, depends on four things about how your club is set up. Read this page first: the other Money pages refer back to it. ## The four things that change the answer | Set-up | What it means | | - | - | | **ClubDock Pay** | Card payments and Tax-Free Childcare at checkout. It is part of every club's price, so there is nothing extra to buy. See [Card payments with ClubDock Pay](https://clubdock.co.uk/docs/money/clubdock-pay.md) | | **Your Stripe account is ready** | Your club's own Stripe account has finished Stripe's checks. Card is offered only when Stripe is ready **and** you have switched **Card** on in **Settings → Payment methods** | | **Online Tax-Free Childcare** | You have entered your Ofsted registration number and registered postcode on the **ClubDock Pay** page, and switched Tax-Free Childcare on in **Payment methods**. It does not need Stripe to be ready | | **Accounting software** | Xero or QuickBooks is connected. Not connected, ClubDock is your only record and you record payments by hand. See [Connecting Xero or QuickBooks](https://clubdock.co.uk/docs/accounting/connecting.md) | ## What a parent is offered at checkout | Your set-up | Card | Tax-Free Childcare | Bank transfer, vouchers, cash, cheque | | - | - | - | - | | Stripe not ready, no Ofsted details | Not offered | Booked now, paid from the childcare account afterwards | Booked now, paid later | | Stripe not ready, Ofsted details in | Not offered | Paid at checkout through HMRC, covering the whole booking | Booked now, paid later | | Stripe ready, no Ofsted details | Paid at checkout | Booked now, paid from the childcare account afterwards | Booked now, paid later | | Stripe ready, Ofsted details in | Paid at checkout | Paid at checkout through HMRC, when it covers the whole booking. Otherwise the parent pays by card or from their childcare account afterwards, never both in one checkout | Booked now, paid later | A booking paid by card or online Tax-Free Childcare is made only once the payment goes through. Every other method books the places straight away, and the family owes the amount until it arrives. ![A parent's checkout at 375px offering Card, Bank transfer and Tax-Free Childcare](https://mintcdn.com/club-dock/i5cYbq0jP2hBThbX/money/checkout-choices.png?fit=max\&auto=format\&n=i5cYbq0jP2hBThbX\&q=85\&s=ba66be62967d4d9f9ef447f098695c11) ## Recording money that arrives > [!NOTE] > > With Xero or QuickBooks connected, you record payments in your accounting software, not in ClubDock. **Record a payment** is not offered on a booking, and ClubDock reads each payment back onto its booking. * **Card and online Tax-Free Childcare** are recorded for you, labelled **ClubDock Pay**. * **Bank transfer, childcare vouchers, cash and cheque** are recorded by hand on the booking. See [Payment methods](https://clubdock.co.uk/docs/money/payment-methods.md). * **Account credit** is spent automatically at checkout, oldest first, before the parent is asked for anything. ## Part payments and overpayments * A parent who pays £10.00 of £18.00 is **Part paid**, with £8.00 outstanding. A penny short is still part paid. * A parent who pays too much keeps the extra as account credit, called **Overpayment on CD-…**. It is spent on their next booking. * A booking that stays unpaid **never loses its place automatically**. Whether to cancel an unpaid place is your decision, under your own terms. See [Money owed to you](https://clubdock.co.uk/docs/money/money-owed.md). ## When places are cancelled | What happened | In ClubDock | In Xero or QuickBooks, if connected | | - | - | - | | A place nobody had paid for is cancelled | The booking owes less. No credit | The invoice is changed to the new total, or voided if every place went | | A paid place is cancelled | What it cost becomes account credit, called **Cancelled places on CD-…** | A credit note is raised against the invoice | | You issue a credit note as a goodwill gesture | Credit on the parent's account | A credit note against the booking's invoice, with its CN number | Credit is the default. Giving money back is a separate step that only a Manager can take. See [Credit and refunds](https://clubdock.co.uk/docs/money/credit-and-refunds.md). ## Where to go next > **[Payment methods](https://clubdock.co.uk/docs/money/payment-methods.md)** > > Choose how parents can pay, and what they are told. > **[Card payments with ClubDock Pay](https://clubdock.co.uk/docs/money/clubdock-pay.md)** > > Set up your Stripe account and take cards at checkout. > **[Tax-Free Childcare](https://clubdock.co.uk/docs/money/tax-free-childcare.md)** > > Take childcare-account payments when parents book. > **[Money owed to you](https://clubdock.co.uk/docs/money/money-owed.md)** > > See who owes what, and chase it. ## Related topics - [Your ClubDock subscription](https://clubdock.co.uk/docs/settings/subscription.md) - [The Parents list](https://clubdock.co.uk/docs/families/parents.md) - [Tax-Free Childcare](https://clubdock.co.uk/docs/money/tax-free-childcare.md) - [Your basket](https://clubdock.co.uk/docs/parents/your-basket.md) - [Signing in](https://clubdock.co.uk/docs/getting-started/signing-in.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.