Paid status tracking
Filter paid, unpaid, and overdue with the payment date on the member record.
For sailing club treasurers
SailHQ for Treasurers
Paid status, prorated subs, household billing, and an audit trail for the AGM. SailHQ tracks the financial side without replacing your payment processor. Built around the realities of CASC and SCIO clubs running on volunteer time.
Last updated 19 May 2026
Financial visibility without a new bank
One clean record behind the chase and the AGM pack
Keep the processor and accounts package you already trust. SailHQ provides the membership-side record that tells you who owes what, who paid, and what changed.
Quarterly proration
Keep the joiner quote and the reconciliation figure aligned.
Household billing
Record one family fee without reducing children to invoice lines.
Status change audit log
Keep who changed a financial status, when, and from what.
AGM-ready records
Build the report from the same record the membership team uses all year.
Processor-independent
Use bank transfer, standing order, GoCardless, Stripe, cash, or cheques.
The treasurer problem
The fees spreadsheet, the chase, and the AGM Q&A
Most sailing club treasurers run the books out of a single spreadsheet. There's a tab for members, a tab for fees received, a tab for prorated joiners, and a tab somewhere at the bottom that nobody dares delete because it might be the source of truth from 2022. The membership secretary keeps a different copy. The bank statement is the third version. By March, none of them quite agree.
Then comes the chase. Subs went out on the first of the month, and now you are emailing fourteen people asking whether the standing order has gone through. Three of them already paid and you missed it. Two of them moved house and the bank reference is unrecognisable. One swears they cancelled their membership last year, but they are still on your list and the boat is still on the dinghy park.
By autumn, you are pulling together the AGM pack. Total membership income, broken down by tier. Joiners through the year. The mid-season prorated subs that don't quite reconcile against the bank. Somebody at the meeting asks where the £4,300 of prorated junior fees went, and you have ten seconds to answer it before the room loses confidence in the numbers.
Year-end reconciliation against the bank statement is the final hurdle. The figures need to match, the auditor needs an explanation for the gaps, and the incoming treasurer needs documentation they can actually pick up. SailHQ does not replace your payment processor or your accounting package, but it does give you one tidy source of truth for who paid what and when - which is the bit that usually goes missing.
For a month-by-month run-through of when the heavy lifting actually happens, see the sailing club treasurer's year - subs window, AGM prep, audit cycle and all the bits between.
Payment status tracking
Who has paid, who hasn't, and when
Every member carries a payment status: paid, unpaid, or overdue. When somebody pays, you mark them paid and the date is logged automatically. The membership list is filterable by status, so a single click on "unpaid" gives you the chase list for the morning.
One thing to be straight about up front: this is status tracking, not payment processing. SailHQ doesn't pull money out of anyone's account. The treasurer takes payment through whatever the club already uses (bank transfer, standing order, an existing GoCardless or Stripe account, cash and cheques at the clubhouse) and updates the status in SailHQ once it lands. That keeps SailHQ as the single source of truth on who is paid up, without forcing a migration of your payment plumbing.
Paid, with date
Mark a member paid, the date is recorded against their record.
Unpaid, awaiting payment
New members and renewals start here until you mark them paid.
Overdue, past the deadline
Visible at a glance - the chase list writes itself.
Filterable membership list
Filter by status, tier, household, joined date, paid-up date.
Live counters on the dashboard
Total, active, lapsed, unpaid - on the home screen, not buried in a report.
Prorated subscriptions
Quarterly proration, calculated for you
A new joiner in July is not paying the same as a January joiner. SailHQ does the maths automatically, so the treasurer doesn't recalculate every time somebody signs up mid-season.
100%
Joins in Q1 (Jan-Mar) · Full annual fee.
75%
Joins in Q2 (Apr-Jun) · Three quarters left.
50%
Joins in Q3 (Jul-Sep) · Half the season left.
25%
Joins in Q4 (Oct-Dec) · One quarter left.
Proration is configurable per membership type. If your club bills the full annual fee no matter when somebody joins, switch proration off on that tier. If you want quarterly proration on adult subs but a flat junior fee, that works too. The flag sits on the tier rather than the global setting, so you can mix and match.
For accounting, this matters because the figure shown to the new member is the figure that lands in your bank account, which is the figure you reconcile. There isn't a separate spreadsheet recalculating the prorated amount in the background. The number on the system is the number on the statement.
Household billing
One bill-payer per household
Family memberships are where finances get muddled. Three members of the same household, one fee, one invoice, but each member needs their own record. SailHQ models this properly so the treasurer never has the "are we charging Mum twice for her son's junior membership?" conversation.
One primary member
The household has a single primary member who carries the family fee. Both parents can be flagged as primary if the club prefers that, but only one fee is billed.
No double-billing
Junior members linked to a family household don't carry their own fee. The household fee covers everyone, and the children sit against the household record without a separate sub.
One household view
Filter the membership list by household to pull a family up in one row. The treasurer sees the bill-payer, the household members, and the paid status in a single view.
The practical effect: when a household pays, you mark the household paid. The status flows through to every member of that household. The treasurer reconciles one payment against the household, not three guesses against three children, and the junior records still keep their own RYA numbers, emergency contacts and consent flags so the membership secretary's view stays clean too.
Audit trail
An audit trail you can take to the AGM
Every member status change is logged: who changed what, when, and from what to what. If a committee member queries why so-and-so is marked lapsed, or why a payment status flipped in October, the answer sits in the log rather than in someone's memory.
For financial governance, this matters. The AGM and any auditor reviewing the books wants to see that nobody is silently changing records. Every flip of a payment status carries a timestamp and the admin who made the change, so reconciliation against the bank statement comes with a paper trail rather than a "trust me" defence.
For CASC and SCIO clubs in particular, where year-end accounts need to give a true and fair view and the committee carries a legal duty to keep proper records, this is the difference between a clean audit and a stack of awkward questions. The log doubles as the handover document when the treasurer role rotates - the incoming treasurer can see every status change made in the year, by whom, and when.
On the roadmap
Direct Debit and live charging are coming, but aren't here yet
To be straight: SailHQ does not currently take payments. There is no Direct Debit pull, no GoCardless integration, no Stripe checkout, no card processing. Live charging is a planned feature, not a shipped one. We would rather you know that now than discover it after signing up.
For today, treasurers continue with whatever payment system the club already runs. Most use a standing order arrangement through the club bank account, some use an existing GoCardless mandate, a few use Stripe links for one-off renewals, and the smallest clubs still run on cash and cheques. SailHQ sits alongside that and handles the status tracking, household billing logic, proration and audit trail. When live charging ships, the same record-keeping will plug into automated billing without restructuring how membership data is held.
If you are weighing up Direct Debit specifically, our guide to GoCardless for sailing clubs walks through the fees, the mandate sign-up flow, and the bits that are worth knowing before you commit a club to it.
How it fits
How the treasurer's view fits with the rest of SailHQ
The financial side of the club doesn't sit on its own. It overlaps with the membership secretary, the secretary, and the wider membership module.
Common questions
Treasurer FAQs
What treasurers ask about tracking, charging, and year-end records.
No, not yet. SailHQ does not currently charge cards or pull Direct Debits. Live payment processing is on the roadmap. For now, treasurers continue using whatever they already have - GoCardless, a club bank account, standing orders, Stripe - and use SailHQ to track who has paid, who hasn't, and when. The financial visibility piece is solved today; the charging piece is a planned feature.
There is no direct integration with Xero, QuickBooks or Sage today. The membership list, payment statuses and payment dates are all visible in the admin dashboard and can be filtered and sorted as needed. If you need data in your accounting package, treasurers typically reconcile against the bank statement and key the totals across, the same way they would from a spreadsheet. A direct accounting export is on the wider roadmap alongside live charging.
Subs are prorated quarterly: 100% in Q1, 75% in Q2, 50% in Q3, 25% in Q4. The system applies the right figure automatically when somebody joins, so the treasurer doesn't recalculate by hand. Each membership type can be set to prorate or to bill a flat annual fee instead, so juniors and seniors can sit on different rules. The prorated amount is what shows up against the member, which is the same figure that lands in the bank, which is the figure you reconcile.
The dashboard shows current-year totals: total members, active, lapsed, unpaid, and so on. Historical comparison reporting (this season vs last season income by tier) is not built in as a single dashboard view today. Most treasurers pull the relevant figures at year-end into their AGM pack manually, the same way they do now, and use SailHQ as the source of truth rather than three competing spreadsheets. Richer historical reporting is on the list.
One source of truth for who has paid
Keep your existing payment processor. Hand the spreadsheet, the chase list and the AGM Q&A over to SailHQ. We'll help you migrate your existing member list during onboarding.