ClubZap uses Stripe to process payments securely. Once a payment has been processed by Stripe it will be transferred to your clubs bank account based on the payout schedule you have configured on your Stripe Account (e.g.: Daily/Weekly/Manually).
When you check your bank statement you will see a number of references to ClubZap and may wonder what these payments were for and who made these payments?
How to reconcile payments?
Generate a reconciliation report via the ClubZap admin portal showing payments processed by ClubZap. This can be filtered on multiple fields including created_at date and Stripe account to refine your report.
Generate a Stripe Payout report via the Stripe admin Portal to see the date when funds were transferred to your bank account.
Link the 2 reports to your bank statement.
Note: The ClubZap reconciliation report and the Stripe Payout report are linked by a Stripe Payout ID .
ClubZap (Stripe Payout ID (PO_xxxx)) <->Stripe (Payout ID (PO_xxxx))
Generate a ClubZap reconciliation report
Login to clubzap.com/signin
Go to Club Settings -> Stripe Accounts -> Generate Reconciliation
Select the columns you wish to export (select default of all fields for a fully detailed export)
Select the date range for the payments you want to reconcile. This is the date the payments were processed. (Note: It is recommended you go back a week from the date payments landed in your bank account if your unsure of the Stripe payout frequency). Select the Stripe account you wish to reconcile - this is applicable for clubs who have multiple Stripe/Bank accounts connected to ClubZap.
Download / Save the output .csv file and open in MS Excel / Google sheets.
Generate a Stripe Payout report
This report details the payments to your clubs bank account.
Login to stripe.com
From the top menu bar select Balances
Select Payouts to view a list of payment transfers (Note: Paid means the payout has been completed, In Transit means its on its way to your clubs bank account)
Select Export
Select Custom to select your date range
Select Export - You can refine based on payout date if you wish so in this example you could refine based on the date of your Bank statement (e.g: 11/04/2023).
Reconcile your Bank statements with ClubZap payments
Sample Bank Statement
Date shows when money landed in your account.
Total Transferred on 11/04/2023: €636.42
Sample Stripe Transfer Report
Arrival Date shows when money landed in your clubs bank account.
ID (PO_) is the identifier for what those payments were for.
Note: In this example 5 payments were transferred from Stripe on 11/04/2023.
Total Transferred on 11/04/2023: €636.42
Sample ClubZap Reconciliation Report
Stripe Payout ID links the ClubZap payments to the Stripe Payouts.
Net Amount shows the amount paid to the club from each transaction.
Total Net Amount: 636.42
