Payouts

See every payment, fee and refund behind each payout to your bank, and export a statement that your accounting software can import and reconcile line by line.

When you take payments through ClubPal Payments, the money is collected on your behalf and paid into your club's bank account in regular payouts. Each payout is one deposit in your bank, but it is made up of many payments, less fees and any refunds.

The Payouts page shows what is inside each payout, and lets you export it as a statement for Xero, QuickBooks, FreeAgent, Sage or any accounting software that imports a bank statement. Instead of one lump sum you cannot explain, your accounts get a line for every payment, fee and refund, and the payout itself matches the deposit in your bank feed.

The Payouts page

Go to Admin > Payments > Payouts. The header shows your current Balance, what is still Pending, and the amount and date of the next expected payout. Below it is a list of every payout, with its status and the date it arrives in your bank.

What is inside a payout

Open a payout from the list to see its Statement: every payment, fee and refund it contains, and the payout to your bank as the last line. Each payment links back to its receipt, so you can see who paid and what for.

Every payout is checked against its payments before it can be exported. A payout marked Balanced adds up exactly to the amount paid to your bank. A payout marked Being checked has not been confirmed yet: its statement becomes available as soon as it does.

To export a single payout, select Export statement on its Statement card.

Exporting a statement

Most clubs export a range of dates at a time, for example once a month before reconciling.

1. Go to Admin > Payments > Payouts and select Export statement….
2. Check the From and To dates. ClubPal suggests them for you: the first time, from the start of last month up to yesterday, and after that, from the day after your last export. The dialog shows when the last export was made and by whom.
3. Select Export. A CSV file downloads.

The statement includes every payout that reached your bank between those dates. A few things are worth knowing:

• Payouts still being checked wait for your next export. If one is not ready yet, the export stops the day before it and tells you, so nothing is left out and nothing is exported twice. Because the next suggested range starts where this one stopped, it will be included next time.
• ClubPal tells you if you skip dates. If the dates you choose leave a gap after your last export, the export still runs, and a warning tells you which dates have not been exported.
• Exporting the same dates again gives the same lines. Each line has a fixed Transaction ID, which most accounting software uses to spot a line it has already imported.

What is in the file

The file has one line per movement of money, in the columns accounting software expects for a bank statement:

Date,Amount,Payee,Description,Reference,Transaction ID
08/09/2026,26.50,Tom Walsh,Session booking,Charge · Session,charge_txn_01m20yt14tg...
08/09/2026,-1.13,ClubPal,ClubPal fee: Session booking,Fee,fee_txn_01m20yt14tg...
08/09/2026,6.50,Priya Shah,Session booking,Charge · Session,charge_txn_01m2183azs...
08/09/2026,-0.43,ClubPal,ClubPal fee: Session booking,Fee,fee_txn_01m2183azs...
10/09/2026,-31.44,Bank,Payout to bank,Payout,payout_po_01m2623pcc...

Reconciling in Xero

The statement is designed to be imported into a separate clearing account in your accounting software, not into your main bank account. The clearing account stands in for the money held by ClubPal Payments: payments go in, fees and refunds come out, and each payout moves the rest to your real bank account. Once a payout is reconciled, the clearing account is back to zero.

Set up once

1. In Xero, go to Accounting > Bank accounts and select Add Bank Account. Choose any bank, then create an account called ClubPal Payments. You will not connect a bank feed to it.
2. Create bank rules on the Reference column so the lines code themselves. For example:
   • Reference contains Charge · Membership: code to your membership income account.
   • Reference contains Charge · Session: code to your session or training income account.
   • Reference contains Refund: code to the same income account as the payment.
   • Reference is Fee or Fee refund: code to bank charges. ClubPal fees carry no VAT, so use No VAT.

Each time you export

1. In Xero, open the ClubPal Payments account and select Manage Account > Import a Statement.
2. Choose the CSV file. The first time, map the columns: Date to Transaction Date, Amount to Transaction Amount, and Payee, Description and Reference to the fields of the same name. Xero remembers the mapping.
3. Reconcile the lines. Your bank rules code the payments, refunds and fees.
4. Reconcile each Payout line as a Transfer to your club's main bank account. In your main bank account, the deposit from the bank feed then matches that transfer.

QuickBooks, FreeAgent and Sage

The same file imports into any accounting software that accepts a CSV bank statement. The approach is the same everywhere:

• Create a separate bank account for ClubPal Payments with no bank feed.
• Import the statement into it and map the Date, Amount, Payee, Description and Reference columns.
• Use the Reference column to code income, refunds and fees.
• Record each Payout line as a transfer to your main bank account, and match it to the deposit.

Tips

• Export on a regular day. Because the suggested dates carry on from your last export, exporting every month means you only ever need to select Export.
• Share the job. The dialog shows who exported last, so anyone on the committee can pick up where the treasurer left off without importing the same dates twice.
• Start from your first ClubPal Payments payout. Every payout since your club started taking payments with ClubPal Payments is available, so you can go back and reconcile earlier months if you have been entering payouts as single deposits.

See also

• Refunds
• Payment requests
• Payments overview