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Match bank transfers to members

How the payment reference works, how to get a statement out of your bank, what each group on the review page means, and how to record a single transfer from one line.

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When members pay by bank transfer or MobilePay to the club's number, the money lands on the club's account, and Clubroom doesn't see it. Matching a statement tells Clubroom who paid, so you don't tick members off one by one. Collect membership fees has the short version; this article goes through each step.

1. Know the reference

Every member sees their own payment reference on their renew page and in the email about paying, under Write this as the message. It looks like 1234-2601-5:

  • 1234 is the member number,
  • 2601 is the year and month the period they're paying for starts, here January 2026,
  • 5 is a check digit, so a typo can't point at another member.

When members write the reference as the message, their line on the statement is Sure. Ask them to copy it exactly. Without it, Clubroom still tries the name in the bank text.

2. Get the statement from your bank

  1. In your online bank, open the club's account and its list of transactions.
  2. Pick the period since you last matched, and export or download it as CSV. Excel files won't do; it has to be CSV.

Files from Danske Bank, Nordea, Jyske Bank, Sydbank, Arbejdernes Landsbank and Lunar are read as they come. Other banks usually work too. A file can be up to 2 MB, and the first 5,000 transfers are read.

3. Upload and check the columns

  1. Go to Payments, and click Match bank transfers.
  2. Under Upload a bank statement, click Choose file, or drop the file on the page. It's read in your browser, and only the incoming transfers are sent to Clubroom.
  3. Check the columns. Clubroom guesses which column holds what:
  • Date: the booking date.
  • Amounts: One column if money in and out share a column, or In and out if the bank has one for each. Money out is skipped.
  • Text: the bank's description or the sender. If the message is in another column, click Add a text column.
  • Currency is optional. Only transfers in the club's currency are matched.
  1. Click Find members.

4. Review the matches

Check the matches puts every incoming transfer in one of four groups. Ticked lines get recorded.

  1. Sure: the line has the member's reference. These are ticked.
  2. Check: the bank text has a member's name. At their price, the line is ticked. At another amount, it says Their price is and isn't ticked: tick it to record what they paid, or leave it.
  3. Unmatched: no member found. Click Pick member and search, or leave it. Not everything on the account is a membership fee.
  4. Recorded: already in Clubroom, so it won't be recorded twice. Uploading the same statement again is safe.

A member who pays up to 60 days before their renewal date is still found by name and amount, and the payment covers their next period. A member who has already paid for the period isn't suggested again.

5. Record them

  1. Check the total at the bottom.
  2. Click Record 12 payments (the number is yours).

Each line is recorded as a bank transfer, paid on the bank's date, and those members show as paid at once. Then click See payments, or Match another statement if you have more accounts.

6. Record one transfer from a line

For a single transfer, you don't need a whole statement:

  1. Go to Payments, and click Record payment.
  2. Paste the reference, or the whole line from the online bank. You can also type a member's name or number.
  3. Clubroom finds the member. If the last digit doesn't fit, there's probably a typo: it says so, and you can search by name.
  4. Check the details, and save.

7. Hand it to the bookkeeper

Under Payments, Export CSV gives every payment with its date, member, method and reference. Under More, Export for bookkeeping gives a journal file (kassekladde) that Dinero and e-conomic can import.

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