Tracking payments
How payments work in Clubroll
Clubroll tracks who owes money and who has paid — it does not take card payments directly. You collect money however you normally do (cash, bank transfer, SumUp) and record it here.
Generate monthly charges
- Go to Payments in the top navigation.
- Click Generate charges for [month].
- Clubroll creates a charge for each active student based on their billing type:
- Monthly — one fixed monthly fee per class enrolled.
- Drop-in — a per-session fee multiplied by sessions attended that month.
You can also add one-off charges manually — useful for membership fees, kit, gradings or event fees.
Record a payment
- On the Payments page, find the student with an outstanding balance.
- Click Record payment.
- Enter the amount received and choose the method (cash, bank transfer, etc.).
- Click Save. The balance updates immediately.
Wallets (credit balances)
If a student overpays, the surplus is added to their wallet. Clubroll automatically applies wallet credit to future charges. You can see each student's wallet balance on the Wallets page.
Outstanding balances report
The Payments page shows a running total of outstanding balances. Use the "Outstanding" filter to see only students who owe money.