The finance modules in Hello Club can be used to record financial transactions between your club or organisation and your members. These can either be transactions where you collect money from the member, or transactions where you refund money to the member.

Creating transactions in Hello Club is easy, and you can create transactions for just about anything you like. 

In addition, members can use Hello Club to pay for their transactions online using either credit/debit card or account-to-account payments. These payments end up straight in your own bank account, while Hello Club takes care of the reconciliation process and synchronisation with Xero.

Hello Club also reminds members of any due or overdue transactions, so that you can spend less time chasing up people for outstanding payments.

The easiest way to create a transaction for a specific member is as follows:

The new transaction will show up in the member’s transaction overview, as well as in the general transactions overview in the Finance module.

You can also create transactions for multiple members at once. This is particularly useful if you need to create the same transaction for a specific list of members, for example participants in an event or lesson.

To find out more, see our help article on creating transactions for multiple members.

When creating a new transaction, you can choose whether to collect or refund money:

Collect money transactions are used when a member owes you money and needs to pay for something, or if you want to record something that the member has paid for. 

Create a collect money transaction if you will receive money from the member and give them something in return like a product, service, or digital account credit.

Refund money transactions are used when you need to reimburse the member, or if you want to record something you paid the member for. 

Create a refund money transaction if you will give money back to the member, either for a refund or to reimburse them for something.

The following examples demonstrate how to create a transaction for various use cases. Can’t find your use case? Let us know through the live chat and we’ll be happy to help you out.

Create a Collect money transaction for Membership fee and fill out the details, due date and amount as needed:

Note: If new members sign up and select a specific membership, we’ll automatically create a suitable transaction for the membership fee. You will also get this option when adding a member manually or when creating a new subscription for the member.

Create a Collect money transaction for a Deposit and fill out the details, due date and amount as needed. Since Bob already paid with cash, indicate that this transaction has already been paid, select Cash as the payment method and fill out the payment date and reference if needed:

Create a Collect money transaction for an Event entry fee and fill out the details, due date and amount as needed. Since Mary has some account credit available, it can be used to pay for this transaction. Select Deduct from account credit for the payment to automatically deduct the amount from her account credit balance:

A notice at the bottom will inform you that the amount will be deducted from the member's account credit balance:

Create a Collect money transaction for Account credit and fill out the details, due date and amount as needed. Since Liz already paid via bank transfer, specify that she has already paid and select Bank transfer as the payment method:

A notice at the bottom will inform you that the amount will be added to the member's account credit balance: 

Note: A quicker way to top-up a member’s account credit is via the Add account credit button. See also managing account credit.

Create a Collect money transaction for Account credit and fill out the details, due date and amount as needed. Since Liz already paid via bank transfer, specify that she has already paid and select Other as the payment method, mentioning the old voucher in the payment reference:

A notice at the bottom will inform you that the amount will be added to the member's account credit balance: 

Note: A quicker way to top-up a member’s account credit is via the Add account credit button. See also managing account credit.

Create a Refund money transaction for Membership fee and fill out the details. Select Bank transfer as the payment method and enter the amount:

Create a Refund money transaction for a Purchase and fill out the details. Select Account credit as the payment method and enter the amount:

A notice at the bottom will inform you that the amount will be added to the member's account credit balance: 

Create a Refund money transaction for Account credit and fill out the details. Select Bank transfer as the payment method and enter the amount:

A notice at the bottom will inform you that the amount will be deducted from the member's account credit balance: 

Transactions that are due automatically become overdue after a certain amount of time has passed with the transaction still not having been paid. This will be communicated to the member via reminder messages as well as in their account overview.
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The default time for a transaction to become overdue is 3 weeks, but you can modify this threshold in the Settings module, under Transactions:

Currently you can only select from a fixed list of transaction types, but in the future you will also be able to define and manage your own transaction types. Keep an eye out on our roadmap for updates.