> ## 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.

# Receipts

> What a parent's payment receipt shows, how they download it, and what to set up so it reads as your club's own document.

Parents often need proof of what they have paid you, for an employer, a benefits claim, HMRC or their own records. They download it themselves from **Your bookings**, for any period up to two years, so you do not have to write one by hand.

The receipt is **your club's document**, not ClubDock's. It is worth checking your details are complete before parents start asking for one.

## What to set up first

| On the receipt | Where it comes from |
| - | - |
| Your logo at the top, and its colour on the rule and table header | **Settings → Your club**. With no logo, your club's name is printed large instead. With no colour chosen, ClubDock's blue is used |
| Your club's name, address, email and phone | **Settings → Your club**, exactly as you entered them |
| "Ofsted registration — *venue*: URN *number*" under the table | Each venue's Ofsted number, under **Settings → Venues**. Nothing is printed for a venue without one |

See [Club details](https://clubdock.co.uk/docs/settings/club-details.md) and [Sites](https://clubdock.co.uk/docs/settings/venues.md).

## What the receipt shows

* **RECEIPT**, your details, and who it is to: the parent's name and address.
* "This is to confirm that *your club* has received the following payments from *the parent* covering the period…"
* One row per payment: **Payment date**, **Booking** (the reference on their booking), **Venue**, **Child**, **Childcare dates**, **Paid by** and **Amount**, then a **Total**.
* It ends "Thank you," and your club's name. ClubDock is named once, in the small print.

![A payment receipt PDF for Alex Taylor from Harbourside Clubs, with the club letterhead and the payments table](https://mintcdn.com/club-dock/i5cYbq0jP2hBThbX/money/receipt.png?fit=max\&auto=format\&n=i5cYbq0jP2hBThbX\&q=85\&s=0ebbe9a237910bee3dc969a6fc071898)

### How payments are counted

* **One payment settled two bookings.** Two rows, one per booking.
* **One booking for two children.** One row naming both.
* **A booking paid in two parts**, such as Tax-Free Childcare and then card. Two rows, each with its own date and method.
* **Money refunded in the period.** A negative row on the day it was paid back, marked **Refund**, **Refunded to card** or **Refund of account credit**. The total is what your club kept.
* **Credit spent on a later booking.** Not counted twice. The money arrived once, when the first booking was paid.
* **A paid booking later cancelled.** Its payment is still listed, because you received it, unless it was refunded.
* **Nothing paid in the period.** Still a receipt, saying "No payments were received from *the parent* in this period."

Each receipt shows only that parent's money at your club. Another family's payments, and the same family's payments at another club, are never on it.

## How a parent downloads one

Point a parent to [Downloading a receipt](https://clubdock.co.uk/docs/parents/receipts.md). In short: on **Your bookings**, the **Payment receipts** card offers **From** and **To** dates, set to the last three months, and **Download receipt**. The PDF saves to their device.

> [!NOTE]
>
> Staff cannot download a receipt for a parent. If a parent cannot sign in, help them sign in first. See [Signing in](https://clubdock.co.uk/docs/getting-started/signing-in.md).


## Related topics

- [Downloading a receipt](https://clubdock.co.uk/docs/parents/receipts.md)
- [Parent FAQs](https://clubdock.co.uk/docs/parents/faqs.md)
- [Help for parents](https://clubdock.co.uk/docs/parents/overview.md)
- [Paying with Tax-Free Childcare](https://clubdock.co.uk/docs/parents/tax-free-childcare.md)
- [Paying what you owe](https://clubdock.co.uk/docs/parents/paying-what-you-owe.md)


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