ClubOSGUIDES
UK · GBP

A PRACTICAL GUIDE FOR CLUB ADMINISTRATORS

Give members a choice.
Keep more for your club.

Set up cards, Pay by Bank and Stripe Bank Transfer for match fees, memberships, donations and sponsorship payments.

UK domestic GBP payments · One-off payments · Reviewed 28 Sep 2026

01 / CONVENIENCE

Cards & wallets

Pay by debit or credit card, with Apple Pay or Google Pay where available.

1.5% + 20p
Standard UK cards
03 / MANUAL TRANSFER

Stripe Bank Transfer

Send money to the bank details Stripe provides. Stripe matches the funds.

0.5%
Processing fee capped at £5

Published standard processing rates, not a quote for your account. Other card types, international payments, conversion, refunds and platform services can cost more. Check Stripe pricing ↗

02 / COMPARE COSTS

What does the club keep?

Interactive estimate

Enter a single payment amount to compare the published domestic processing fees. The £5 bank-payment charge is a maximum, not a flat fee.

Estimate one payment, from £0.50 to £1,000,000.
Payment methodFeeClub keeps
Card / wallet£7.70£492.30
Pay by Bank£2.70£497.30
Bank Transfer£2.50£497.50

For £500, you could lead with cards and wallets for convenience, while keeping both bank options available.

Fees rounded to pennies per payment. Excludes optional Stripe services, Connect/platform charges, refunds and account-specific pricing. This tool sends no payment and does not collect financial details.

How should we recommend a payment method?

A starting policy: cards/wallets up to £500; Pay by Bank above £500 up to £10,000; Stripe Bank Transfer above £10,000. These are convenience thresholds, not the amounts at which bank payments become cheaper.

Keep other eligible choices available. Clubs can recommend a method, and members can choose. Pay by Bank already costs less than a standard UK card at smaller amounts; grouping several match fees into one payment can also reduce repeated fixed charges.

At £1,000 and above, both bank methods reach their £5 processing cap under these domestic rates. Choose between them for the payer experience and eligibility, not extra percentage savings.

03 / CLUB ADMIN · LIVE STRIPE SETUP

Follow these five configuration steps

In your club’s account

These steps configure the club’s live Stripe account. No developer commands are needed for these settings. Have an account owner or administrator with access to payment settings complete them.

Before you start

Choose the club’s account, not a personal or another organisation’s account. If a website or platform manages the payment settings, confirm which configuration it uses. Changes to a shared live configuration can affect existing checkouts immediately.

  1. Open your club’s live account

    Go toStripe DashboardAccount selectorYour club · Live

    Do this: Sign in to Stripe Dashboard. Choose your club’s account. Switch to the live account view and make sure test mode is off.

    Check before continuingThe club’s name is correct, and you are viewing live payments and settings.

  2. Find your payment-method settings

    Go toSettingsPaymentsPayment methods

    Do this: Open Payment methods. If there is a configuration selector, choose the one your website uses. This is often called Default. Use Dashboard search for “Payment methods” if the menu labels differ.

    Check before continuingYou can see the list of payment methods and their current status for the right configuration.

  3. Keep Cards enabled. Enable Pay by Bank.

    SelectPay by BankEnable

    Do this: Confirm Cards is enabled. Find Pay by Bank, select Enable and complete any account requirements Stripe shows.

    Check before continuingBoth Cards and Pay by Bank show Enabled. If Stripe says Pending or Unavailable, resolve its requirements or contact Stripe before offering that method.

  4. Enable Bank Transfers if your website will support it

    SelectBank TransfersEnable

    Do this: Find Bank Transfers and select Enable. If Stripe shows its delayed-payment notice, read it and continue. Your website provider must confirm payment only after the funds arrive.

    Check before continuingBank Transfers shows Enabled, and your website provider has confirmed support. A Payment Link alone cannot offer this method.

  5. Check receipts and where the money goes

    Search SettingsCustomer emailsPayout settings

    Do this: Review successful-payment and refund receipt emails. Check the club’s business name, support contact and payout bank details. Keep the existing club payout bank if it is already correct.

    Ready for the next stepThe club’s details are correct, the intended methods are enabled, and your receipt settings are ready. Now send the handover to your implementation team.

Apple Pay and Google Pay sit within the card option.

They appear only on eligible devices and browsers and with a supported integration. Your website provider should check any domain-registration requirements. There is no need for members to see developer settings.

Domain-registration guidance for your website provider ↗

CONFIGURATION COMPLETE · HAND OVER TO US

What should the club admin send back?

Send the details below privately to your agreed implementation contact. For Dartford CC, this is the Bytecode Consulting / ClubOS team. We will use them to prepare the sponsorship website integration or the relevant ClubOS payment setup.

1. Send these account and setup details

  • Club name and live Stripe account ID — the identifier beginning acct_…. This identifies the account; it is not an API key.
  • Payment-method status — tell us whether Cards, Pay by Bank and Bank Transfers are Enabled, Pending or Unavailable, plus the configuration name you selected.
  • Existing live donation or payment link — if the club already uses one. Tell us whether the work is for the sponsorship website, ClubOS or both.
  • Club payment contact — the name and preferred work email of the person who handles receipts, refunds and payment queries.
  • Confirmation of payout and receipt settings — confirm they have been checked in Stripe. We do not need a copy of the club’s bank details.

A written status list is enough. If you send screenshots, crop them to the relevant settings and remove customer information, balances, bank details and credentials.

2. Arrange access safely

We will confirm whether your setup needs a Stripe team invitation or a ClubOS connection step.

If an invitation is needed, first confirm the exact developer email and permissions with us, then invite that person through Stripe’s team settings. Grant only the permissions needed for the agreed integration; keep the club as account owner.

Do not email or message passwords, login codes, secret or restricted API keys, or webhook signing secrets. If integration credentials are needed, we will arrange secure storage and access with you.

Stripe’s guidance on safe access and keys ↗

3. We handle the technical work

Once the handover and access are ready, we handle the agreed website or ClubOS integration, secure credentials, payment confirmations and technical testing. We will confirm when the club can review the finished journey and share it with members.

Message template: send this to your implementation contact

Fill in these non-secret details and send them through your usual agreed contact channel:

Club name: [club]
Live Stripe account ID: [acct_…]
Setup required: [sponsorship website / ClubOS / both]
Payment configuration name: [name]
Cards: [Enabled / Pending / Unavailable]
Pay by Bank: [Enabled / Pending / Unavailable]
Bank Transfers: [Enabled / Pending / Unavailable]
Existing live payment link: [URL, or none]
Club payment contact: [name and work email]
Payout and receipt settings checked: [yes / outstanding items]
Outstanding Stripe requirements: [brief description, or none]

Please confirm the developer invitation or ClubOS connection steps we should complete. We have not included passwords, bank details or secret keys.

04 / CHOOSE YOUR WEBSITE ROUTE

A Payment Link or a full three-option checkout?

The difference matters: a Payment Link can offer cards and Pay by Bank. Stripe Bank Transfer needs a supported integration such as Checkout with a Customer, or Invoicing. It is not supported on Payment Links. Stripe compatibility ↗

ADMIN ROUTE

Cards + Pay by Bank

Suitable for a quick donation-page pilot.

  1. Go to Payments → Checkout → Payment links, then create a live payment link.
  2. Choose Customers choose what to pay. Enter a clear donation title and select GBP.
  3. Optionally suggest an amount. Collect a donor name and email if needed for your records; choose the Donate button label.
  4. Review the link’s payment-method settings. Ensure Cards and Pay by Bank are allowed by the selected configuration. Preview the actual link and check which methods appear.
  5. Preview the live link and check the club name, amount and available methods. Prepare the website button, then complete the journey checks before sharing it with members.

An existing live link may only need a payment-method configuration change for Pay by Bank. Check the actual link before announcing it.

DEVELOPER ROUTE

All three payment options

Suitable for donations and agreed sponsorship amounts.

  1. The website collects an amount and enough information to identify the payer.
  2. The server creates or reuses a Stripe Customer in the correct club account, then creates a Checkout Session.
  3. Enable card, pay_by_bank and customer_balance; configure GBP bank-transfer funding.
  4. Send the payer to Stripe’s hosted checkout. Stripe provides bank details when Bank Transfer is chosen.
  5. Use verified Stripe webhooks to record paid status, including payments that arrive later.

Invoice payments are another route for agreed sponsorship. Check any Stripe Invoicing fees in addition to payment processing costs.

Developer handover: the tested Checkout configuration

For your website provider: use the correct club’s live Stripe account, Customer and webhook endpoint. This configuration shape needs server-side integration; it is not an instruction for the club admin to paste into Dashboard.

mode: 'payment',
customer: customerId,
payment_method_types: ['pay_by_bank', 'customer_balance', 'card'],
payment_method_options: {
  customer_balance: {
    funding_type: 'bank_transfer',
    bank_transfer: { type: 'gb_bank_transfer' }
  }
},
line_items: [{
  price_data: {
    currency: 'gbp',
    unit_amount: validatedAmountInPence,
    product_data: { name: 'Club donation' }
  },
  quantity: 1
}],
success_url: yourConfirmationUrl,
cancel_url: yourReturnUrl

Validate amounts on the server. For match fees and membership bills, load the amount from the club’s records. Store the club, payer and payment references securely, use idempotency, and keep API keys on the server. In a platform, scope Customer IDs and payment lookups to the correct club and Stripe account.

Do not assume the method array controls visual order: our hosted checkout showed Card first even though Pay by Bank was listed first. Put an amount-based recommendation on your website before checkout, or use Stripe’s supported ordering controls for your integration.

Do not mark a bank transfer paid from the return page or checkout.session.completed alone. Our transfer session was complete with payment_status: unpaid. Process checkout.session.async_payment_succeeded and verify the payment status before confirming funds. Handle failed/expired attempts, duplicated events and refunds.

Stripe Bank Transfer integration guide ↗
Membership fee does not always mean recurring subscription.

This guide covers one-off collections, including an annual membership paid once. Automated recurring collections need a separate Billing/direct-debit design. Do not assume a one-off Pay by Bank checkout can automatically debit next month.

05 / CLUB ADMIN · CHECK THE PAYMENT JOURNEY

Check the page before sharing it

Your technical team handles simulated payments and failure scenarios separately. As club admin, review the live payment page and confirm the club is ready to receive genuine payments.

  1. Open the live payment page

    Follow the same website button a member will use. Check the club name, description, currency and amount. For a donation, check the amount entry works.

    You should seeThe correct club and payment details, with no test-mode label.

  2. Check each payment option is available

    Review Cards and Pay by Bank. If your provider added Bank Transfer, confirm that it is offered too. Check wallet availability on supported Apple Pay and Google Pay devices. You do not need to submit a payment to review the page.

    You should seeThe methods your club intends to offer. If one is missing, ask your website provider to check the integration and Stripe configuration.

  3. Get confirmation from your website provider

    Ask them to confirm they have tested successful, failed and cancelled payments, card fallback, delayed bank transfers and refunds. These simulations are their technical work.

    You should receiveConfirmation that payments update the right club record once, and that Bank Transfer stays “Awaiting payment” until funds are confirmed.

  4. Agree how the club will check its first payments

    Nominate who will review the first genuine member payment or donation after launch. Check the amount, payment status, receipt, fees and payout reporting. Handle a refund through the club’s normal process if one is needed.

    You should haveA named club contact who can reconcile payments and follow up on anything unexpected.

Live payments move real money and incur fees. Stripe requires simulated payment testing to use its test environment; do not make artificial live payments or use test card numbers on a live page. Stripe testing guidance ↗

06 / BEFORE YOU SHARE A PAYMENT PAGE

Your launch checklist

When these checks are complete, publish the payment button and share it with members. Your live Stripe settings are already active; “launch” means opening the finished journey to members. Ticks are saved only in this browser and can be cleared.

07 / COMMON QUESTIONS

The details that matter

What do I send to the team after configuring Stripe?

Use the admin handover checklist and message template. Send the live account ID, payment-method status, existing link and club payment contact privately. We will confirm the access route and handle the agreed integration. Do not send passwords or secret keys.

Why pay Stripe for Bank Transfer instead of using the club’s bank account?

Stripe provides bank details for the Customer, matches incoming funds to payments and keeps them in the same reporting system. Our test also handled an underpayment and left excess funds in the Customer cash balance. Direct transfers may avoid Stripe processing charges, but the club needs its own matching, confirmation and refund process.

Can I add all three options to my existing donation link?

No. Cards and Pay by Bank can work on a Payment Link. Bank Transfer needs a supported integration such as a server-created Checkout Session with a Customer. Simply enabling Bank Transfers in Dashboard is not enough.

Does a bank payment remove VAT or make every donation eligible for Gift Aid?

No. The payment method does not determine tax treatment or Gift Aid eligibility. Keep genuine donations separate from sponsorship arrangements that provide benefits. A separate Gift Aid declaration still needs matching to the confirmed donation; enabling another payment method does not automate that.

HMRC sponsorship and VAT guidance ↗
How do Bank Transfer refunds work?

Stripe may need the payer’s bank details to return funds. A refund request can remain pending or require action, so track its final status. Stripe lists a 50p fee per successful GBP Bank Transfer refund; refunding a payment to the Customer’s Stripe cash balance is a different operation from returning money to their bank.

Stripe refund instructions ↗
What if Pay by Bank does not appear?

Check the account and payment-method configuration, currency, amount, integration support and the payment link’s allowed methods. Stripe normally limits Pay by Bank payments to £10,000, with increases subject to approval. Test the actual checkout rather than relying only on an Enabled label.

Stripe eligibility and limits ↗
Is this already available in ClubOS?

This guide explains how a club configures its live Stripe account. Availability in ClubOS depends on the payment flow and the club’s integration. Clubs using ClubOS should confirm their platform’s current support before changing settings or promising a new method to members.

For website providers: our sandbox validation and technical test notes

Sandbox testing is technical work for the implementation team. Club admins follow the live setup steps above; they do not need to recreate our sandbox.

WHAT WE VERIFIED

Tested in a separate Stripe sandbox

28 September 2026 · synthetic transactions only

  • Cards, Pay by Bank and Bank Transfer displayed together in hosted Checkout.
  • Successful £10 Pay by Bank donation and successful card fallback after a failed bank attempt.
  • Two Pay by Bank refunds (£2.50 + £7.50), both reached Succeeded.
  • £1,000 Bank Transfer: unpaid at £400, paid after another £650, £50 left over.
  • Stripe emitted the delayed-payment success event when the transfer was fully funded.

Not yet verified: a club’s live eligibility or negotiated pricing, real bank settlement/payouts, Apple Pay/Google Pay completion, receipt email delivery, Bank Transfer refunds, or a club website’s webhook processing. The tests validate Stripe’s sandbox behaviour, not a deployed ClubOS integration.

Use Stripe’s sandbox tools for failure, cancellation, refund and partial-funding scenarios. Keep test keys, test Customers and simulated funds separate from the live account. Stripe testing guide · Bank Transfer test helper