💰 Accounts & Finance

The Accounts module provides a full income and expenditure ledger, invoice management, and supplier/customer records for your club.

Ledger

Record income and expenditure transactions with categories, dates, descriptions and amounts. The running balance is calculated automatically. Filter by date range, category or type using the toolbar. The quickest way to add one is the New Transaction Wizard button, which walks you through type, amount, category, payment method and supplier step by step.

Budgets

The Budget tab lets you set a planned figure against each category for the year. As transactions are recorded, the tab shows Actual and Remaining alongside your budget. After editing figures, click Save budgets — this saves every field and refreshes the Actual and Remaining columns so the numbers stay in step.

Supplier/Vendor Invoices

The Supplier/Vendor Invoices tab records invoices you receive from suppliers, and the customer side handles sales invoices you issue. Each invoice can have multiple line items with VAT. Mark an invoice as paid to automatically create a matching ledger entry, including bank details for payment.

Suppliers & Customers

Maintain a directory of suppliers and customers with contact details, bank account information, and notes. Suppliers and customers can be created directly from a member profile using the Finance tab.

Protecting supplier bank details: under Accounts → Settings you can choose a role that is allowed to change supplier bank details (bank name, sort code, account number and payment reference). Everyone else can still open and view a supplier, but the bank fields are locked and any change they submit is ignored — a safeguard against payment details being quietly altered. Administrators are always allowed.

Exporting to accounting packages

The Export to Package menu downloads your ledger in a shape ready for common accounting software: Standard CSV, Xero (bank statement and sales invoices), Sage 50 audit trail, QuickBooks (IIF journal), FreeAgent bank import, and a generic double-entry journal. Pick the format your bookkeeper uses; if in doubt, Standard CSV opens in any spreadsheet.

Banking & Reconciliation

The 🏦 Banking tab imports a bank statement (CSV) and the 🔄 Reconcile tab matches those bank lines against your ledger entries. Each tab has its own ? help button with full instructions.

Navigation

Use the 💰 Accounts item in the WordPress sidebar or navigation bar. Sub-items for Invoices, Suppliers and Customers are available in the nav bar dropdown and the WP sidebar under Accounts.

Common questions

What are Automations (flows)?

Automations run tasks for you when something happens. Go to Admin Tools → Automations and click “New automation”. Choose a trigger — when a member is created, a membership application is received or approved, a member is archived, a rink booking is made or cancelled, a locker is created or assigned, a payment is received, an expense is submitted, a club event is created, an incident is logged, or a season is rolled over — optionally add conditions (only run if, say, membership_type is Full), which are numbered — by default all conditions must match, but you can tick “Use custom logic” to combine them your own way, for example 1 AND (2 OR 3); then add one or more actions to run in order — send an email, send an in-app notification to the member, notify administrators, update a field on the record (e.g. set a locker’s name when it is created), or call a webhook. Drag the ⠿ handle to reorder the action steps. In subjects and messages you can use tokens like {{first_name}}, {{full_name}}, {{email}}, {{club_name}} and {{date}}, which are filled in when the flow runs. When writing a message or a field value, use the “Insert / build” button to pick member and record fields from a list and see a live preview (for a calculated value, start the entry with = to use a formula such as =datediff({{join_date}}, today()) or =if(isblank({{email}}), “No email”, {{email}}); available functions include datediff, dateadd, today, now, if, isblank, isnull, default, concat, upper, lower, trim and len) — no need to type token names by hand. Toggle a flow on or off from the list, and see recent runs in the activity panel.

How do I set up multi-level expense approvals?

Go to Admin Tools → Approvals — that’s the one place approval rules are set. Find Expense claim and add one or more levels, each with a name, an “up to £” amount, and either a committee role (e.g. Treasurer) or specific named people who can approve at that level. Choosing a committee role means approvals follow whoever currently holds it, so you never have to re-point them when officers change. A claim is signed off in order — level 1, then level 2, and so on — with larger amounts escalating (leave the top level’s amount blank for “no limit”). Out of the box a sensible default is already plumbed in: expenses go to the Treasurer, and anything over £100 also needs the Chairman where that role exists. You then review and pay claims on the Expenses report under Accounts.

What happens to approvals when the treasurer is on holiday?

On the Approvals page, the Holiday cover section lets an approver nominate a delegate to approve on their behalf, optionally until a set date. While the cover is active the delegate can act on anything that approver could — so nothing gets stuck while someone is away. Leave the delegate blank to remove cover.

How is someone set as the Treasurer?

Committee roles are a configurable pick list under Settings → Permissions & Roles → Committee Roles. Give a member the Treasurer role on their profile (Members → the member → Committee role), and — if your approval levels use that role — they automatically become the expense/invoice approver. The same applies to Chairman for the second tier.

Can I require approval for things other than expenses?

Yes. The Approvals page (Admin Tools → Approvals) can set approval rules for any financial record type — expense claims, suppliers, customers and more. Turn a type on and give it approval levels; new records of that type are then held as “pending approval” until they’re signed off, and appear in the “Awaiting your decision” list for the approvers.

Which email is sent when something is approved or rejected — and can I write my own?

When you configure a type on the Approvals page, the “Decision emails” section has two dropdowns — one for approved, one for rejected. Pick any existing email template, or click ＋ New next to either dropdown to create one on the fly: give it a name, subject and message, then Create & use. You can start from a copy of any existing template as a base, and a live preview shows exactly how the email will read with sample values filled in. The new template is saved to your email templates (so you can reuse or edit it later on the Email Templates page) and is selected straight away. Messages can include {member_name}, {description}, {amount}, {reason} and {club_name}, which are filled in when the email is sent. Remember to click Save rules to store your choice for that type.

Where did the Expense Claims menu go?

Expenses is now a report in the financial section — Accounts → Expenses — showing every claim by status (submitted/awaiting approval, approved, paid, rejected). It’s no longer under Admin Tools. Approval rules for expenses live on the Approvals page; the Expenses report has an “Approval setup” link that takes you straight there.

Does the member find out when their claim is approved or rejected?

Yes. As soon as a claim is fully approved or is rejected, the member who submitted it is automatically emailed and sent an in-app notification. A rejection includes the reason the approver gave. Every decision is recorded, and you can see the full approval history — who approved or rejected, at which level, when, and any note — under “Approval history” on the claim itself. In ⚙ Approval rules you can choose which email template is sent for an approval and for a rejection — pick any existing template or create a new one on the spot (its subject and message, with placeholders {member_name}, {description}, {amount}, {reason} and {club_name} filled in automatically). New templates you create here also appear in Settings → Email Templates for later editing.

How do I pay an invoice?

Open the invoice, click Pay Invoice, confirm the amount. This creates a ledger entry automatically and marks the invoice as paid.

Can I create a supplier from a member?

Yes — go to the member profile, open the Finance tab, and click Create Supplier or Create Customer.

Where do I set the opening balance?

Settings → Accounting → Accounting tab. Set the opening balance and financial year start month.

Can I set up an invoice template with our logo and our own numbering?

Yes. Go to Settings → Accounting and find the Invoice template section. There you can upload your club’s logo, set an invoice number prefix (for example INV-), choose the next number to start from and how many digits to pad it to (so 1 becomes 0001), and add intro wording and payment terms/footer text. A live preview updates as you type. When the club issues an invoice and you don’t type a number yourself, Pavilion assigns the next one automatically and advances the counter, so numbering stays neat and gap-free. Suppliers’ own invoices keep the number the supplier gave them.

Does Pavilion support VAT?

Yes — enable VAT in Settings → Accounting. Invoice line items support configurable VAT rates. The VAT amount is shown separately on each invoice.