Overview
Payments don’t always go smoothly. Someone pays the wrong amount, requests a refund, pays by check instead of card, or simply forgets. YouthSports provides tools to handle every scenario; but using the wrong action on the wrong payment state can create confusion. This guide explains what each action does and when to use it.
Understanding Payment States
Before taking action on a payment, understand its current state:
| State | Meaning | Available Actions |
|---|---|---|
| Unpaid | Fee assigned, no payment received | Mark offline paid, send reminder |
| Pending | Payment initiated but not confirmed | Wait, or manual completion (if stuck) |
| Paid | Payment successfully completed | Refund |
| Partially Paid | Some payment received, balance remaining | Mark remaining offline, send reminder, refund paid portion |
| Refunded | Full or partial refund processed | Limited (historical record) |
| Voided | Fee canceled before payment | None (closed) |
Action: Refund
When to Use
- Athlete leaves the team after paying
- Fee was charged in error
- Event canceled and money should be returned
- Duplicate payment received
How It Works
- Navigate to the payment record
- Click Refund
- Choose full or partial refund amount
- Confirm the refund
What Happens
- Money is returned to the original payment method via Stripe
- Refund typically appears on guardian’s statement in 5-10 business days
- Payment record updates to show refund status and amount
- Your payout balance is reduced accordingly
Important Notes
- Refunds cannot be undone
- Original Stripe processing fees are not returned to you
- Partial refunds leave the remaining amount as paid
Action: Void
When to Use
- Fee was created in error and should never have existed
- Athlete shouldn’t owe this fee
- You want to remove an unpaid fee without any financial transaction
How It Works
- Navigate to the unpaid fee record
- Click Void
- Confirm the void action
What Happens
- The fee is marked void; it no longer shows as owed
- No money moves (since nothing was paid)
- Record is preserved for audit purposes
Important Notes
- Void is for unpaid fees only
- If a payment was made, you need to refund, not void
- Voided fees cannot be “unvoided”; create a new fee if needed
Action: Mark Offline Paid
When to Use
- Guardian paid by check, cash, or bank transfer
- Payment was made outside of YouthSports
- You need to reconcile records to match actual payment received
How It Works
- Navigate to the unpaid or partially paid fee
- Click Mark Offline Paid or Record Offline Payment
- Enter the amount received
- Optionally add a note (check number, payment date, etc.)
- Confirm
What Happens
- Fee status updates to paid (or partially paid if amount is less than balance)
- No money moves through Stripe; this is just a record update
- Payment history shows this was an offline payment
Important Notes
- Only use this for money you’ve actually received
- Offline payments can be refunded but the refund must also happen offline (you return the check/cash)
- Keep your own records of offline payments
Action: Send Reminder
When to Use
- Fee is past due and unpaid
- Payment is partially complete
- You want to prompt guardian to complete payment
How It Works
- Navigate to the payment record or fee
- Click Send Reminder
- Confirm (or customize message if option exists)
What Happens
- Guardian receives a notification (email/push depending on settings) about the outstanding balance
- Message includes amount owed and link to pay
Important Notes
- Don’t over-remind; one or two reminders is helpful, constant reminders are annoying
- Consider a personal follow-up for significantly overdue payments
Handling Stuck Pending Payments
Occasionally, a payment gets stuck in pending state; the guardian started checkout but something failed silently.
What to Check
- Did the guardian complete the checkout flow?
- Did their card decline?
- Is there a Stripe error in the payment record?
Options
- Wait – Some pending payments resolve within hours
- Manual completion – If you have confirmation money was received (from Stripe dashboard), some admin tools allow marking the pending payment as complete
- Cancel and retry – Have the guardian start a fresh payment
Payment Timeline and History
Every payment record maintains a timeline showing:
- When the fee was created
- Payment attempts (successful and failed)
- Actions taken (refunds, voids, offline payments)
- Who performed each action
This audit trail is essential for financial reconciliation and resolving disputes.
Reconciliation Best Practices
- Regular reviews – Check payment status weekly during active collection periods
- Handle offline promptly – Record offline payments as soon as you receive them
- Document everything – Use notes when marking offline payments
- Match Stripe – Periodically verify your YouthSports records match your Stripe dashboard
What’s Next?
Understanding how billing and feature access work together helps when issues arise. Learn about trial expiration, paywalls, and feature access recovery.
