Built for grassroots clubs and academies

Run the club, not the
spreadsheets.

Club Balance brings members, subscriptions, cash flow and compliance into one place — so your committee spends its evenings on the game, not on chasing payments.

Start for free Book a 15-min demo

No card required · Import your current roster in minutes · Cancel anytime

Club Balance dashboard showing overdue fees, amounts due and collected this month, unmatched transactions, a six-month cashflow chart and treasurer quick actions.

Everything your club runs on,
in one platform

Six capabilities that replace the shared drive, the group chat and four separate spreadsheets.

  • Player & membership management

    Squads, registrations, subs and documents on one record per player.

  • Cash flow forecast

    See the club's bank balance 12 months out, before the gap arrives.

  • AI payment matching

    Bank lines reconciled to members automatically, with an audit trail.

  • AI communication, in your tone

    Draft emails and notices in the voice your club actually uses.

  • Parent portal

    Mobile-first self-service for consents, fees, kit and availability.

  • Roles & separation of duties

    Least-privilege access, maker–checker approvals, full history.

Built around how clubs
actually work

Every feature below replaces a job someone on your committee is doing by hand tonight.

Players roster filtered to one team, each row showing the player and date of birth, their team, age, parent or guardian and join date.

Membership

One record per player — and everyone can find it

Registrations, squad allocation, subs, kit sizes, medical consents and safeguarding paperwork live on a single member record. No more three versions of the roster.

  • Self-serve registration and renewals, with pro-rata joining fees
  • Direct Debit, card and standing-order subscriptions side by side
  • Expiring consents and DBS checks flagged before they lapse
  • Bulk move players between squads at the turn of the season
See membership in a demo
Dashboard cashflow view comparing fees raised against fees collected over six months, above the club's overdue, due, collected and unmatched totals.

Cash flow

Know the club's balance in February, in October

Club Balance projects subscription income, pitch hire, league fees, coaching costs and grants into a rolling 12-month forecast — and tells you the month it gets tight.

  • Rolling 12-month forecast built from real subscription schedules
  • Scenario planning: a new age group, a coach, a kit deal, a lost sponsor
  • Low-balance alerts weeks before the account runs thin
  • Committee-ready reports for the AGM, your funder or the county FA
Walk through a forecast
Bank reconciliation screen matching bank transactions to open fees, with one payment auto-matched at 95 per cent confidence and one flagged for confirmation at 85 per cent.

AI Payment matching

Reconciliation that finishes before you open the laptop

Club Balance reads the bank feed and matches payments to members — even when the reference says “FOOTBALL” and the payer is a grandparent with a different surname.

  • Learns your members' payment habits, references and part-payments
  • High-confidence matches posted automatically, edge cases queued for review
  • Splits a single transfer across siblings and multiple months
  • Every suggestion explained and logged — nothing moves without a trail
See it match a messy month
Fee Communications screen with an overdue inbox of 102 fees and an AI-drafted chase email open for review before sending.

AI Communication

Write like your club, not like a bank

Pick the tone your club speaks in — warm, straight-talking or formal — and Club Balance drafts the reminder, the fixture notice or the awkward arrears email for you.

  • Club tone profile applied to every message, by every volunteer
  • Arrears chasers that stay friendly and still get paid
  • Audience targeting: a squad, an age group, unpaid members, all parents
  • Email, SMS and portal notice from one composer — approve before it sends
Try the tone picker
Parent portal on a phone showing a family's outstanding balance with a pay now button, quick links to Direct Debit, details and consents, an expiring medical consent and the next fixture.

Parent portal

Parents sort it themselves, on the phone, at 10pm

A mobile-first portal where parents update details, sign consents, pay what's owed and confirm availability — which is roughly 80% of the messages your secretary gets.

  • Works in the browser — nothing to install, one login per family
  • Pay a balance, set up a Direct Debit or switch plan in a few taps
  • Digital consents, medical details and photo permissions kept current
  • Fixtures, availability and club notices in the same place
See the parent experience
Role and permission matrix showing treasurer, secretary, coach and parent roles with separation of duties and a maker-checker approval.

Governance

Separation of duties, without a compliance officer

Treasurers, secretaries, coaches and parents each see exactly what their role needs — and the person who raises a payment is never the person who approves it.

  • Role-driven access with least-privilege defaults out of the box
  • Maker–checker approvals on refunds, write-offs and outbound payments
  • Safeguarding and medical data restricted to named roles only
  • Immutable audit log — who changed what, when, and from where
Review the permission model

Contact us

Let's get your club
off the spreadsheets

Tell us about your club and we'll show you Club Balance with your own squads and subscriptions in it. Fifteen minutes, no slides.

  • Email [email protected]
  • Hours Mon–Fri, 9am–6pm UK · We reply within one working day

We'll come back to you within one working day.

Start free. Bring the whole club
across in an afternoon.

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