AllSquads for club treasurers
One number to reconcile each week, not a month of bank references
1st month free. A card is required to start, and nothing is charged until your free month ends. The free profile and free tiers never need one.
TL;DR
Doing the club's books from a bank export and a WhatsApp thread, or from AllSquads
- The bank export gives the treasurer a hundred lines with first names for references; AllSquads gives one transfer every week, itemised per booking, with a receipt for the batch.
- The club's fee is netted off before the transfer and card processing is absorbed, so there is no processor statement to reconcile against.
- Refunds are issued as club-scoped credits, so money from a confirmed booking never leaves the club account and the same amount never crosses it twice.
- Performance revenue and cash payout are two labelled numbers that legitimately differ, and a week reads Awaiting approval with no figure until it has actually been paid.
- The class price is the club's own sale and carries no platform GST; AllSquads' own fees are published GST-inclusive and their GST component is shown on the player's receipt.
A club treasurer's problem is rarely the total; it is the trail. Money arrives from a booking form, a bank account, a coach's personal account and a tin, and the treasurer's job is to prove afterwards which line was which. AllSquads gives the treasurer one dated transfer a week with an itemised receipt, revenue and payout as two clearly labelled numbers, a financial-year report, and a GST position that is simple because the class price stays the club's own sale.
Try it on this term's class
1st month free. A card is required to start, and nothing is charged until your free month ends. The free profile and free tiers never need one.
How most club treasurers do the books today
The treasurer downloads the bank statement at the end of the month and sits down with the coach's spreadsheet. Transfers with a child's first name are matched to enrolments by guesswork; transfers with no reference are emailed about. The coach has taken a term's worth of private lesson fees into a personal account and will invoice the club, eventually. Refunds were paid out by transfer, so the same fee appears in both directions. The social night's tin was banked as one line. The auditor asks which bookings the November income relates to and the honest answer is most of them.
- The bank statement is the only record and it does not know what a booking is.
- Reconciliation is monthly, retrospective and never quite complete.
- GST is worked out on totals that mix the club's sales with money that was never the club's.
Where the bank-export method breaks
The manual method survives while one person recognises every reference. It fails with growth, with turnover in the committee, and at the first audit that asks for a trail.
- Unmatched income: dozens of transfers a month with references that match no enrolment, carried forward as a suspense balance nobody clears.
- Money outside the club: fees paid to a coach personally that the club has to recover, or never sees.
- Refunds that muddy the ledger: cash out by transfer against cash in by transfer, for the same booking, in different months.
- No weekly position: the committee asks what the club took last week and gets last month's statement.
- Credits as an invisible liability: the club owes players value it has no register of.
- Handover risk: the treasurer who knew the references retires, and the next one inherits a spreadsheet and a shoebox.
- GST on the wrong base: fees paid to a platform are mixed into the club's own sales and the BAS is wrong in one direction or the other.
One transfer, one receipt, every week
Every card payment a player makes, for a class, a court, a membership, a session pack, a subscription or an online pro shop order, is processed on the platform's Stripe account and paid to the club as one weekly transfer for the previous Monday-to-Sunday bookings. The amount is the payable total minus the club's platform fee; AllSquads absorbs Stripe's processing fees, so there is no separate card-cost line and no processor statement to reconcile. Each completed payout has a downloadable receipt summarising the included transactions and the amount, and the Payments tab lists every transaction with its itemised breakdown.
What is payable, and what only looks like income
Only money AllSquads holds is transferred. Completed card payments are payable. Cash a coach registered against a booking is counted on the roster and in revenue but is never transferred, because the club already has it. An unpaid payment link is not payable until paid, and goodwill or cancellation credits represent no new cash, so the credit portion of a booking generates nothing to transfer. A booking approved after its week has been paid rolls into the next payout listed against the date the class ran, and a paid week is never reopened: once a payout has been compiled its figure does not move.
Refunds that stay in the club's books
Cancellations are refunded as credits scoped to the club, not as card reversals, so the cash from a confirmed booking stays with the club and the player's value stays at the club. The player's booking fee is never part of a credit. Credits expire twelve months from issue and are applied automatically to the player's next booking at the club, oldest first. Analytics carry the outstanding credits balance as a liability figure, so the treasurer has a register of what the club owes players rather than a guess. Manual card refunds exist for exceptional cases and are handled by AllSquads support, not from the club's account.
Two numbers, both labelled
Every money figure in the dashboard is one of two things. Performance is revenue for the classes that ran in the period, counted on the day each session ran, with a term counting on its first session. Payout is the money actually transferred for that period's batch. They differ for good reasons: a term paid in April performs in May, cash collected in person is revenue that never transfers, and a week that has run may not have been paid yet. Reports roll the same figures up weekly, monthly, quarterly and by Australian financial year, with a PDF or CSV export whose rows add up to its totals, and a reconciliation warning if they ever did not.
GST, in plain terms
The class price is the club's own sale. AllSquads processes the payment on the club's behalf, but the club is the merchant of record, so no platform GST is added to the class price and GST on class fees is the club's to account for under its own registration, exactly as if it had taken the payment directly. AllSquads' two fees, the booking fee the player pays at checkout and the platform fee netted off the payout, are AllSquads' own sales and their published rates are GST-inclusive; nothing is added on top. The player's AllSquads confirmation is the itemised record: the class as the club's supply, and the booking fee on its own line with its GST component; Stripe's email is the card receipt for the amount charged. The rates themselves live on the pricing page.
The club's share versus the player's fee
Two separate families of money, never blended. The club's payout is made entirely of the class price the club charged, minus the club's own platform fee. The player's booking fee is a separate charge added on top of the class price at checkout, shown to the player and on their receipt, and it is never part of the club's payout calculation; a club cannot set or see that figure in Settings and nothing the club does changes it. When a treasurer reconciles what a booking is worth to the club, the number is the class price less the platform fee, and the Financials tab shows the fee that was actually deducted from each payout rather than a recalculation at today's rate.
Manual vs AllSquads
| Bank export, coach's spreadsheet and a tin | AllSquads | |
|---|---|---|
| Getting paid | A hundred transfers with first names for references | One weekly transfer for the week, itemised, with a receipt per batch |
| The roster | The coach's paid column, a month behind | Payment status per player on every session, cash marked separately |
| Cancellations | A transfer back out, matched to nothing | A club-scoped credit; cash stays in the club account and the liability is reported |
| Reminders | Emails to the families whose references could not be matched | None needed; the booking was paid before the seat existed |
| Member pricing | Discovered when the transfer is short | Applied at checkout, so what lands is what was due |
| Waitlist | A late cash booking on the night, banked with the tin | A waitlisted player who books is in the same batch as everyone else |
| Payouts | Continuous, in three accounts, reconciled monthly | Weekly, one account, with Awaiting approval shown until it is actually paid |
| Records | A shoebox, a statement and a retiring treasurer | Transactions, payout receipts, a financial-year report and a CSV whose rows sum to its totals |
Where the bank export is fine
A club with one coach, one class and a dozen families who pay the same amount on the same day can be reconciled from a bank statement in ten minutes, and no software makes that faster. The method stops being fine at the first refund, the first cash night, the second coach, the first credit owed to a player, or the first treasurer who did not set the spreadsheet up.
Which treasurer are you?
A volunteer treasurer doing the books on Sunday nights
Good fitOne dated transfer a week with an itemised receipt is the whole point. Match the weekly transfer to the payout receipt, file the receipt, and the week is closed. Refunds never leave the account and the credits liability is a figure on a page rather than a guess, so the year-end position is the sum of fifty-two closed weeks.
A treasurer whose club is GST-registered
Good fitThe class price is the club's own supply and carries no platform GST, so the club accounts for GST on class fees under its own registration as it always did. AllSquads' fees are separate, GST-inclusive sales of the platform, itemised on the player's receipt and on the Financials tab, so the two never mix on the BAS.
A treasurer for a club that still takes a lot of cash
Worth knowingCash is recorded on the roster and counted in revenue, and is never transferred, because the club already holds it. The Reports summary shows cash collected as its own card beside total revenue, so the tin is at least a line the treasurer can see. Reducing the cash share is a club decision; the platform reports it honestly either way.
A treasurer who needs the money faster than weekly
Worth knowingThe batch is weekly by design, so each week closes and never reopens. A booking made on Tuesday is paid the following week and a term booked months ahead is paid in the week it was booked, which is usually earlier than the club expects. If the club's cash flow genuinely needs daily settlement, raise it before switching; the weekly close is what makes the reconciliation one number.
A treasurer inheriting a club mid-year
Good fitEverything the previous treasurer relied on is in the dashboard rather than their head: payout history with receipts, transactions per booking, the credits liability, and Reports by month, quarter and financial year with exports. The handover is a login, not a shoebox.
Choose AllSquads for the books, or keep the export
Choose AllSquads if
- You have ever carried a suspense balance of transfers you could not match.
- Club money has ever sat in a coach's personal account.
- A refund by transfer has ever appeared in your ledger in both directions.
- The committee asks for a weekly figure and you have a monthly one.
- You would like the next treasurer to inherit a login rather than a shoebox.
Stick with WhatsApp if
- One class, one price, a dozen families whose transfers you know by heart.
- The club is cash-only and content to stay that way.
- You have a spare Sunday every month and enjoy the highlighter.
Rather have it walked through?
A free 30-minute call. Two minutes to book, no pitch.
Set the books up for the club in a week
The payout and the reports need no configuration. Connect the club's bank, decide how cash is recorded, and hand the committee a report they can read.
Connect the club's Stripe account
Settings, then Payments, then Connect Stripe, completing Stripe's identity check for the club. Bookings can run before this is done; the payout stays pending until it is.
Agree how cash is recorded
Cash players are added from the session and marked collected. They count as revenue and on the roster, and never appear in the transfer.
Match the first weekly transfer to its receipt
Payments, then Payouts: download the receipt for the batch and file it against the bank line. That is the week's reconciliation.
Open Reports on the financial-year tab
Total revenue, cash collected, bookings and players by period, with the previous period beside each, and a CSV whose rows add up to the totals.
Give the committee the Performance and Payout views
Two labelled numbers per period, so nobody again asks why revenue and the bank do not match for the same week.
What a treasurer should try in the first week
Everything here is inside the free trial and ends in a document or a figure you can file.
Take three test bookings of different types in one week, then open Payments the following week.
One payout for the week with all three transactions itemised and a receipt to download.
Cancel one of the bookings outside its notice window.
The player receives a club-scoped credit and the outstanding credits figure in analytics rises by that amount; no cash leaves the account.
Open a player's booking confirmation for a class booking.
The itemised record: the class as the club's supply on one line, the booking fee with its GST component on another. Stripe's email is the card receipt for the amount charged.
Compare Analytics revenue and the Payments figure for the same week.
Two different, labelled numbers: revenue on session dates, payout on booking dates.
Export the current quarter from Reports as CSV.
Membership, pro shop, class and court rows that sum to the report's own totals.
Got a question right now?
Instant answers, in the page, without leaving it.
Why clubs and coaches run on AllSquads
One platform for the whole operation: bookings, payments, courts, members and messages, built for racquet clubs and the coaches who run them.
Every class type on one timetable
Group classes, terms, camps, private lessons, socials, court hire and retreats all live on one schedule, with one roster per session.
Every way to pay
Upfront, weekly or monthly subscriptions, drop-ins, memberships, session packs and term instalments, collected online and paid out to your club every week.
Court hire with cost splitting
Players book one court or several in a single checkout and split the cost between up to eight people, so nobody chases anyone for their share.
A CRM with every channel
Every player and parent has a contact record, and you reach them by email, in-app message, push notification or broadcast. Paid plans add SMS for cancellations, reminders and payment requests.
Team scheduling
Coaches set their availability, you assign a head coach to each class, and a substitute takes a single session without rebuilding the class.
Admin that runs itself
Reminders go out before a session and before every subscription charge, the waitlist tells everyone waiting the moment a place opens, and cancellations turn into account credit under your own policy.
Promo codes and a pro shop
Discount codes at checkout, and a pro shop with member pricing and online or cash sales that land in the same weekly payout.
An AI agent on both sides
The Club Agent answers questions about your bookings, members and money from the dashboard, and the Concierge helps players find and book the right class.
Analytics you can act on
Revenue, bookings, attendance, court use and member trends, with weekly, monthly, quarterly and financial-year reports you can drill into.
Coming soon: Competitions: leagues, ladders and tournaments; The AllSquads app on the App Store and Google Play.
What AllSquads is
AllSquads is booking, payments and admin software for sports coaches and clubs. Players find your classes, book and pay online, and get reminded before every session. You get the roster, the money and the contact record in one place, with a payout to your bank every week. It runs term programs, casual classes, camps, private lessons and court hire side by side, so the whole operation is in one system rather than a booking tool plus a spreadsheet plus a payment app.
- Over ten thousand
- bookings taken
- Thousands
- of players
- Hundreds
- of classes live
- A growing group
- of Australian clubs
Less admin
Automated booking confirmations, 24hr and 1hr reminders, waitlists, credits, and cancellation management. Stop chasing people.
Get paid weekly
Players pay online at booking, via payment links, or you manage payments manually. Payouts are paid weekly, for the week ending Sunday, direct to your bank account.
Player contacts & CRM
Every booking adds a player to your contacts automatically. Import your existing list via CSV. Track membership, booking history, and notes.
Messaging & group chats
Message players one-on-one or in groups. Class group chats created automatically. Broadcast announcements to all followers.
Analytics built in
Track revenue, bookings, and player retention over time. Coach view, club view, and court hire stats — all in one dashboard.
“I had all of term 1 paid in the first week. 75% less admin, 100% fewer late cancellations, and 80% fewer emails and phone calls.”
Talk to a person
Two minutes, no pitch.
Founding rate locked for life
First 100 paying signups lock the founding rate, no matter what we change later.
Frequently asked questions
Where this comes from
- The weekly payout, processing fees absorbed, and what is payable
- Help centre: Payments
- Refunds as club-scoped credits; the booking fee is never credited
- Help: Cancellation policy
- The class price is the club's sale; AllSquads' fees are GST-inclusive
- Pricing page
- The itemised confirmation and the GST component of the booking fee
- Help centre: Payments
- Performance versus Payout, Reports by financial year, exports
- Help centre: Analytics
- Late-approved bookings roll forward; a paid week never reopens
- Help centre: Club guide
- Stripe's own description of Connect payouts
- Stripe (stripe.com/au)
Put your first class online tonight
Start your free trial - full tier access, 1st month free. A card is required to start, and nothing is charged until your free month ends. The free profile and free tiers never need one.