Who this is for: treasurers, registrars and administrators who keep member balances up to date. Permission required: Assess Fees or Manage Finances for All Accounts and Upload Charges; Manage Finances for Payments Received.
Every member has a finance account in each organization they belong to. Charges are added when they join a group with fees, when a scheduled group fee comes due, or when someone with permission posts a charge directly. Payments, credits and discount codes reduce what they owe.
This page covers the tools for looking after those accounts: Finances → All Accounts for individual balances, Finances → Upload Charges for posting many charges at once, and Finances → Payments Received for the money that has come in. Group-wide fees are set up separately; see Fees, payment plans & discount codes.
See who owes what
Go to Finances → All Accounts. The two totals at the top are Outstanding Charges (the total past-due balance across all members) and Total Unused Credits (credit members have not used yet).
| Tab | What it shows |
|---|---|
| Overdue Accounts | Members with a past-due balance, with their Name, Email, Balance and whether they are Delinquent. |
| All Accounts | Every member and their Balance. |
Boathouse Connect regularly attempts to collect payments from overdue accounts when auto-billing is turned on. An account marked Delinquent is one where it could not collect a payment, usually because the payment method on file is out of date. Reach out to those members directly.
Both tables can be exported to Excel or CSV.
Add a charge
- On Finances → All Accounts, find the member and click Add Charge.
- Fill in How much should the user be charged?, What is this charge for? and When is this charge due?.
- Leave Notify user before the charge is due ticked to let the member know about the charge, or untick it to post it quietly.
- Click Add Charge.
If you do not pick a due date, the charge is due 72 hours after you post it.
Add a credit
- Find the member and click Add Credit.
- Enter How much should the user be credited? and What is this credit for?.
- Click Add Credit.
Credits are added to accounts immediately. Use a credit to record a cash or check payment, a scholarship or a correction.
A credit only changes the member's balance in Boathouse Connect. It does not send money back to their card or bank. To return money they paid online, refund the payment from Finances → Payments Received.
View a member's account
Click View Account next to any member. The window has seven tabs:
| Tab | What it shows |
|---|---|
| Timeline | Every charge, payment and credit in date order, with the running balance. |
| Past Charges | Charges that have come due. |
| Future Charges | Charges that are not due yet. Click X to remove one. |
| All Credits | Credits, including discount codes. |
| Payments | Payments the member has made, each with View Receipt. |
| Payment Methods | The cards and bank accounts the member has on file. |
| User | The member's name, email and current balance. |
Upload charges in bulk
Use Finances → Upload Charges to post a list of one-off charges, such as regatta entry fees, from a spreadsheet.
- Prepare a spreadsheet with these columns: First Name, Last Name, Amount (don't include the "$" sign) and Description.
- Click Import Charges and upload the file.
- Check Past Uploads.
Uploaded charges are due 72 hours after the upload is complete. Each row is matched to a member by name:
- Successful Uploads lists rows that were matched and posted.
- Failed Uploads lists rows that could not be matched. Click Attach to user, pick the member under Select User To Assign and click Assign Charge, or click Delete to discard the row.
Names must match how members appear in Boathouse Connect. Check Failed Uploads after every import, as unmatched rows are not charged to anyone until you attach them.
Payments Received
Finances → Payments Received shows money collected through Boathouse Connect. YTD Payments at the top is the year-to-date total. Use Minimum date and Maximum date to filter the tables.
| Tab | What it shows |
|---|---|
| Athlete Account Payments | Payments toward member balances, with Posted Date, Estimated Settle Date, Amount, Settled Amount and Account. Refunded payments are excluded. |
| Donations | Fundraiser donations, with Amount Paid, Amount Settled, Item, Email and Name. |
| Refunds | Every refunded payment, with Amount Refunded, Payer and Description. |
Refund a payment or donation
- Find the payment on Athlete Account Payments or Donations and click REFUND PAYMENT or REFUND DONATION.
- Confirm with Yes, refund the payment.
Refunds return the full amount to the payer. If the button reads Insufficient Funds for Refund, your club's payment account balance is lower than the payment. Wait for more funds to arrive before refunding. Refunds then appear on the Refunds tab with View Refund Receipt.
FAQ
A member paid by check. How do I record it? Use Add Credit with a description such as Check #1042.
Can I remove a charge that is already past due? The X button is only on Future Charges. For a past charge, add a credit for the same amount instead.
Why is a member marked Delinquent? Boathouse Connect could not collect from their payment method on file. Ask them to update it on Finances → My Finances. See Paying as a member.
Can a coach add charges without seeing payouts and refunds? Yes. Give their group Assess Fees but not Manage Finances. See Roles & permissions.
Can I refund part of a payment? No. A refund always returns the full amount of the payment. To give back only part of it, either add a credit for that part (it lowers the member's balance but does not send money back to their card or bank), or refund the full payment and then use Add Charge for the amount they still owe.