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? These payments often include a payout reference formatted as CLUBZAP-**********, which helps to identify transactions made via ClubZap.
Verifying Payments in ClubZap
Before reconciling, confirm that the payments were processed correctly in ClubZap:
Log in to the ClubZap Admin Portal.
Navigate to Products → Product Sales.
This section lists processed payments, including their processing dates. It is useful for confirming recorded transactions even if the corresponding Stripe payout has not yet been released.
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.
For organizations with multiple Stripe accounts, repeat the reconciliation process for each account to ensure all transactions are accurately assigned.
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.
Alternatively, to check individual processed payments, navigate to Products → Product Sales. This section allows you to view processed payments and their respective processing dates, serving as an intermediate record before Stripe releases the funds.
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).
Use the reference format
CLUBZAP-**********to identify payouts specifically initiated by ClubZap. If reconciling across multiple Stripe accounts, confirm the Stripe account to which the payout is linked.
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
