Getting started as a treasurer

A treasurer looks after the money side of an organisation. The Treasurer role can view and manage finance, but it cannot create or edit events or work the entry list. An owner can do everything a treasurer can, and event secretaries can read the finance pages. See Members and roles for the full list, and ask the platform team to give you the role.

Connect the payments account

Entry fees are paid by card or wallet through Stripe and go straight to your organisation's Stripe account. Bank payments such as PayTo or bank debit are available on request, so ask the platform team if you need them.

1. Choose "Payments" in the sidebar.
2. If there is no account yet, choose "Set up payments".
3. Choose "Finish setup with Stripe" (or "Continue with Stripe" if you have already given some details) and complete Stripe's form. Come back when it finishes.
4. Check the three lines under "What works now": "Stripe has your details", "Can take card payments" and "Can be paid out to your bank". If Stripe needs something more, the page lists it under "Stripe still needs".

Only owners and treasurers can start setup. Others see "An owner or treasurer can set this up." If you have a password set, you are asked for it before setup starts.

Keep the organisation's details current

Choose "Organisation details" to set the "Contact email", "Postal address" and "ABN". Tax invoices use them.

Follow the money for an event

1. Choose "Events" and then "Open event" on the event.
2. Scroll to "Fees quoted". This is what drivers agreed to when they submitted. The panel is labelled "Quoted, not collected": it is not money received.
3. Choose "Finance view" for what was actually charged.

The finance page adds up the payment ledger, which holds what Stripe confirmed. Its "Summary" covers gross charged, refunds, booking and processing fees, net to the organiser and outstanding balances, then "By entry" and "Payouts" below. Choose "Download CSV" to take it into a spreadsheet. See Read the event dashboard and your attention panels for the rest of the event dashboard.

Record a bank transfer

When an entrant pays you by bank transfer instead of by card, record it so their entry is counted as paid.

1. On the event dashboard, choose "Bank transfers and what is still owing".
2. Under "Record a bank transfer", pick the "Entry".
3. Enter the "Bank reference" exactly as it appears on the bank statement and the "Date received".
4. Choose "Record bank transfer" and confirm the question "Record this bank transfer?".

Recorded transfers are listed under "Recorded transfers", and "Entries still owing" shows who has not paid. If you record one against the wrong entry, open it, give a reason in "Reason to reverse" and choose "Reverse". The record stays, marked reversed. Recording and reversing both ask for your password if you have one.

Tax invoices and credit notes

Every payment gets a tax invoice that doubles as the receipt, and every refund a credit note, numbered in order. On "Payments", choose "Tax invoices and credit notes" to download them as PDFs.

Series registration payments

An owner or treasurer can mark a series registration as paid or not. See Series and seasons.

What to tell drivers

Drivers see how they pay in Pay for your entry. Refunds follow the event's withdrawal policy, which an organiser sets. See Fees and the withdrawal policy.