On the Finance page (page heading "Payment Management") you manage the money that comes in from members, parents and donors. Payments run through your organization's own Stripe account: the money goes straight to your bank account, not to Aqlemy. The cash book lives here too.
Where to find it
Sidebar → Finance → Finance. Four parts are always shown at the top:
- Money — the cash book (entries, bank import, reconciliation, accounts, reports). This opens by default. See the article The cash book.
- Subscriptions — the subscriptions workspace: plans, assigning, who has paid, reminders, one-time payments.
- Donations — heading "External Donations": donations through the donation widget on your own website, processed via Stripe, with the tabs One-time, Monthly and Campaigns.
- Setup — Stripe Connect.
Subscriptions and Donations only work once Stripe is connected. Until then you see the yellow notice "Stripe not yet configured" with the button Go to Stripe settings. Money and Setup always work.
Who can do this
You need the Manage billing permission (manage_billing). Teachers have no access. The Finance module is part of the Membership System, Education Complete and Membership + Education Complete packages (not Education Light). You do not switch the module on yourself: change the package (Settings → Settings, General tab, "Change plan") or ask Aqlemy.
Setting up
- Connect Stripe — Setup → Stripe Connect → Create Stripe Account, then Complete Onboarding. At Stripe you enter the organization details and bank account. If you already have your own Stripe account, choose Manual Setup and enter the keys. Use Check to see the webhook status and Test Webhook to send a test event.
- Prepare the cash book — in Money, create your accounts (bank, cash) and choose which account receives "Stripe payouts & donations". See The cash book.
- Create plans — Subscriptions → Manage → Plans: amount, interval, target audience and optionally a family discount. See Subscriptions: plans, class fees and assigning.
- Class fees (only if the fee differs per class) — Manage → Class fees, per season.
- Payment methods — Manage → Payment methods: the choices parents see in the app.
- Reminders — Manage → Reminder settings: automatic on or off, channels, maximum, quiet hours.
- Assign — select members in the Members lens and assign a plan.
I can't see it / it doesn't work
- Finance is not in the sidebar. The Finance module is not in your package, or you lack Manage billing. An administrator with Manage admins can give you the permission.
- The yellow "Stripe not yet configured" notice stays. The Stripe onboarding is not finished (details or bank account missing). Open Setup → Stripe Connect and complete the steps at Stripe.
- I only see a warning and I am a superadmin. Payment management is per organization; open the organization itself.
- Where are the Subscription management and Payment overview tabs? They no longer exist. Everything is in the four parts above; the overview of who has paid is in Subscriptions.
Frequently asked questions
Does the money go to Aqlemy or to us? To you. Payments go through your own Stripe account straight to your bank account.
Can I collect with PayPro, Mollie or another provider? No. Membership fees, one-time payments and online donations only run through Stripe. Separate payment requests via Tikkie, ING, Rabobank or iDEAL are made on the Payment Requests page.
Can I enter a donation manually under Donations? No. Donations only shows Stripe donations through the widget. Cash gifts are booked in the cash book. If someone overpays their fee, you can "Record as donation".
How do I put the donation widget on our website? Via Settings → Settings, General tab, card "Widget Generator" → Open generator. You only see that card if the module for widgets on external sites is in your package.
What do transactions cost? Stripe sets that; see your Stripe dashboard.