💳 Payments & billing

What you're charged, and when

Monthly fees are billed in arrears, so you pay for the month you have had. What that means if you cancel, switch class, are paused, or your club changes its prices.

When Adminished charges people

The billing that runs without you: when monthly, weekly and drop-in charges are raised, what is left out of a bill, and what happens after a card fails five times.

Taking payments

Generate monthly charges, record cash or bank-transfer payments, and see who still owes money at a glance.

Add a payment method

Step-by-step for parents: save a card or set up a UK bank Direct Debit so your club fees are collected automatically. Nothing is charged when you add it.

Switching providers

Moving your club to Adminished from GoCardless or another Direct Debit provider: why mandates re-authorise, the join-link route, importing your roster, and when to cancel your old provider.

Saving on fees

Direct Debit costs less than cards in Stripe processing fees. How to set which payment methods your club accepts to cut fees, what each method costs, and the trade-offs.

Payment reminders

How automated payment reminders work in Adminished (T+3, T+7, T+14), how saved-card auto-charge bypasses reminders entirely, and how declined cards are handled.

Who pays the fee

How the "Add transaction fee to price" toggle on payment requests works: when on, parents cover the Stripe + platform fee and you receive the round number; when off, the fee comes out of your share.

Passing on card fees

Adding a card surcharge is illegal in the UK and Ireland (and being banned in Australia). The legal way to recover processing costs: build the fee into your price — including the "Add transaction fee to price" toggle, which shows parents one inclusive total with no separate card fee.

Require payment in advance

Turn on "Require payment in advance" so an event place is only confirmed once it is paid for by card — no more holding seats for people who never pay.

Minimum numbers (reserve now, pay if it goes ahead)

Only run a trip or event once enough people commit. Members reserve a place with a card or Direct Debit on the booking page and are only charged once you confirm by your decide-by date.

Reserve with a card

Ask people on an interest list to reserve a place with a card or Direct Debit. They are only charged if you confirm by your decide-by date — never automatically, and never before then.

Connecting Stripe

Step-by-step walkthrough of Stripe Connect onboarding: what you need before you start, the verification flow, fees, payout schedule, and the common gotchas.

What parents can do themselves

Three separate switches let parents move class, drop to pay-as-you-go, or cancel — without messaging you. What each one does, what it costs you, and what you are notified about.

Changing your membership

Move your child to a different class, switch to paying per session instead of monthly, request a pause, or leave — and what happens to money you have already paid.

Gift Aid

Capture Gift Aid declarations online when members join, track who is eligible, and produce the report for HMRC. For UK charities and CASCs.

Coach payroll

Assign a teaching coach to each class, set their rate per session or per hour, then read the payroll report and export it as CSV. Not PAYE/NI/RTI.

Funded members

Mark a special rate as Funded for members whose place is paid for elsewhere: what is never charged, who sees the funder note, and what happens when you untick it.

Term dates and term fees

Save your term dates once, then raise a term fee from a saved term with the dates and due date filled in. A term fee does not replace a monthly price.

Paying fees (parents)

How parents pay club fees in Adminished: pay a request by card, save a card or Direct Debit for automatic collection, find receipts, and how cash or bank transfer is recorded.