Finance
Finance, refunds & cash payments
Understand your band's payments, record cash and bank transfers, and refund members correctly.
The Finance page
Finance lists every event and Band Bus booking that involves money, with what each member has paid and still owes. Open a payment to see its full history.
Who can see Finance
Organisation administrators, and members given the view or manage finance permission, directly or through a committee position.
Step 1
Open the booking
Find the member's event booking or bus booking. On the website, open the event; in the app, open the event's Booking & Payments screen.
Step 2
Record the payment
Choose Record or Mark as paid, enter the amount received and choose Cash or Bank transfer. Add a note such as the transfer reference.
Step 3
Check the balance
The member's balance goes down straight away. No card fee applies to cash or bank transfer payments.
Card payments and fees
For card payments taken through PipeBandHQ, each payment shows three figures.
Member paid
The full amount the member paid. Their booking is credited with all of it.
Stripe card fee
Stripe's actual processing fee for that payment.
Band receives
What was transferred to your band's Stripe account: the amount paid minus the fee.
Pending
Stripe can take a few minutes to confirm the fee. The figures fill in automatically.
How to refund a member
Refunds are made by your band directly, not through PipeBandHQ.
Pay the member back yourself, for example by bank transfer.
First make the booking show Refund needed. If the member is not coming, open their booking in Finance and choose Cancel for member (or they can cancel it themselves). For a partial refund, lower their price on the event's Payments tab; the difference is shown as owed back.
Open the booking in Finance, choose how you paid them back, enter the reference (for example the bank transfer reference) and choose Mark as refunded. The reference is saved on the booking in case the payment is ever disputed.
Stripe's card fee is not returned when a payment is refunded, so a full refund costs the band that fee.
Why Refund via Stripe is not shown
For card payments taken through PipeBandHQ, refunds are handled by the band directly, so there is no Refund via Stripe button on those bookings.
If a member disputes a payment
Occasionally a member may ask their bank to reverse a card payment. This is called a dispute or chargeback. Under PipeBandHQ's terms, the band is responsible for disputes on its payments, including the bank's dispute fee. Contact PipeBandHQ support straight away if you hear of one, and have your record of any refund ready, as it is the best evidence for resolving it.