Payments

Kolva Club handles payments through Stripe (cards), GoCardless (Direct Debit), and manual cash tracking. Everything in one place.

Payment methods

• Card payments (Stripe) — Parents pay instantly with a saved card. Works for one-off and recurring payments.
• Direct Debit (GoCardless) — Preferred for recurring monthly fees in the UK. Lower fees, automatic collection.
• Cash — Coaches log cash received. You confirm receipt in the payments page.

Set up payment processors in Setting Up Payments.

Payment list

Go to Payments in the sidebar to see all payments. Filter by status (Pending, Paid, Overdue, Failed, Refunded), payment method, or date range.

Payment statuses

• Pending — Awaiting payment from parent
• Paid — Payment collected successfully
• Overdue — Past the due date and not paid (auto-detected daily)
• Failed — Payment attempt failed (card declined, insufficient funds). Auto-retried.
• Refunded — Payment returned to parent

Revenue vs disbursements

Kolva Club distinguishes between two types of payment:

• Revenue — Money going to your club (membership fees, session fees)
• Disbursements — Money you collect on behalf of suppliers (competition entry fees, travel costs, kit suppliers). This isn't your revenue — it passes through to a third party.

This distinction matters for accounting and tax reporting.

Manual payment recording

Click Record Payment to log a payment manually (e.g. a bank transfer you received, or a payment made outside the system).

Cash confirmation

When a coach logs cash, it appears as an unconfirmed payment. Go to Payments and look for unconfirmed items to verify and confirm them.

Payment reminders

Automatic email reminders are sent 3 days before a payment is due, on the due date, and 3 days after if still unpaid. These run automatically via scheduled jobs.

Refunds

You can refund any paid payment. The refund is processed through the original payment method (card refund via Stripe, bank refund via GoCardless).