How to Record Cash, Check, or Interac e-Transfer Payments

Intro

When a parent pays a player fee by cash, check, or Interac e-Transfer, the payment doesn’t appear automatically in BallersBook. A club admin must verify the payment (amount, method, and date) and then record it against the correct invoice. Once recorded, the invoice balance updates instantly, and the payment is logged in your club’s financial records. This guide walks you through the entire process.

Prerequisites

• A club admin account with the admin-finance role (or equivalent permission).
• An existing invoice (issued to a player) that has an outstanding balance.
• The payment details from the payer: amount, method (cash/check/Interac), date received, and any transaction reference (e.g., check number, e-Transfer confirmation ID).
• Access to the Finance module in the navigation menu.

Step-by-step

1. Log into BallersBook and navigate to Finance → Invoices.

💡 Tip: If you don’t see Finance in the sidebar, your active role may not have the required permissions. Use the Role Switcher in the navbar to switch to a role with admin-finance access.

2. Locate the invoice you want to update. You can filter by player name, invoice number, or status (e.g., “Outstanding”). Click the invoice to open its detail view.

3. In the invoice detail view, find the Payments section and click Record Payment.

⚠️ Warning: Do not edit the invoice line items unless you need to adjust the balance itself. Use Record Payment for payments only.

4. In the Record Payment form, fill in the following fields:

• Amount: Enter the exact payment amount received (e.g., 150.00).
• Payment Method: Select Cash, Check, or Interac e-Transfer from the dropdown.
• Payment Date: Choose the date the payment was actually received (not the date you are recording it).
• Reference / Check Number: For checks, enter the check number; for e-Transfers, enter the confirmation ID. Optional for cash.
• Notes: Add any internal notes (e.g., “Held at front desk until 7/10/2026”).

5. Review the information and click Save Payment. The invoice balance will recalculate immediately. You’ll return to the invoice detail view showing the updated outstanding amount.

6. (Optional) Notify the payer by sending an automated receipt: click Actions → Send Receipt. BallersBook can email a payment receipt if your club has configured message templates under Communications → Message Templates.

Tips & Pitfalls

• Always verify the payment method matches what the payer stated. Cash payments should be counted on the spot; checks should be deposited before recording.
• If you record a payment by mistake, you can void it from the Payments section by clicking Void Payment. Voided payments are kept for audit purposes but do not affect the invoice balance.
• For e-Transfers, match the confirmation ID and the sender’s name against the player’s parent profile to prevent misapplication.
• If the payment is partial (e.g., $50 of a $200 invoice), record exactly what was received. The invoice remains “Partially Paid” until the full amount is cleared.
• Club admins can also use Finance → Payments to view all recorded payments across the club, but recording must always be done against a specific invoice.

Summary

Recording manual payments in BallersBook ensures that your club’s invoice balances stay accurate and that every cash, check, or e-Transfer payment is properly documented. With just a few clicks, you can update an invoice, notify the parent, and maintain a clean audit trail. Next, consider reconciling your club’s payment records against your bank statements using the Payments report under Finance → Reports.