Finance
How to use the Finance section of the Grassroots 360 Admin Panel, covering Expenses management and Manual Payments.
Managing Expenses
1
Open the Expenses Section
From the left-hand navigation menu, click Finance to expand the submenu, then click Expenses. The page displays two summary cards at the top:
- Pending — the total value of expenses waiting to be authorised.
- Approved — the total value of authorised expenses waiting to be paid.
Expenses are submitted by coaches and team managers via the mobile app or member portal.
2
Review Pending Expenses
In the Pending Expenses section, expenses are grouped by the member who submitted them. Each row shows the Amount, the expense category tag (e.g. Matchday Sheet), and the Receipt Date/Time. Click the info icon (ℹ️) on the right of any row to view the full expense details including any attached receipt.
Expenses remain in the Pending state until an administrator authorises or rejects them.
3
Authorise an Expense
Click the info icon (ℹ️) next to the expense you want to review. On the expense detail page, review the submitted amount, category, and any receipt image. To approve the expense, click the Authorise button. The expense will move from Pending to the Approved list.
Only authorised expenses are eligible for payment. Authorising confirms the expense is legitimate and agreed.
4
Review Unpaid (Approved) Expenses
Scroll down to the Unpaid Expenses section to see all approved expenses that are ready to be paid out. These expenses have been authorised but the actual payment has not yet been processed.
Keep the Unpaid Expenses list up to date by marking expenses as paid once the money has been transferred to the member.
5
Mark an Expense as Paid
In the Unpaid Expenses list, locate the expense you have paid. Click the info icon (ℹ️) to open the expense details, then click the Mark as Paid button. This records the payment and removes the expense from the outstanding list.
Marking an expense as paid is a confirmation step only — the actual bank transfer must be made separately.
Processing Manual Payments
1
Open Manual Payments
From the left-hand navigation menu, click Finance, then click Manual Payments. The Manual Payment page allows you to process a one-off payment on behalf of a member directly through the admin panel.
Use Manual Payments when a member has paid via cash, bank transfer, or another method outside the platform, and you need to record that payment against their account.
2
Select a Payment Terminal
In the Terminal dropdown at the top of the form, select the appropriate payment terminal or subscription plan that this payment relates to. This links the payment to the correct subscription or fee.
3
Enter the Payment Amount
In the Amount field, type the payment amount in pounds (e.g.
50). Do not include a currency symbol — enter the numeric value only.
Ensure the amount matches the actual payment received from the member.
4
Enter the Member's Email Address
In the Email Address field, type the email address of the member this payment is for. This must match the email address registered to their Grassroots 360 account so the payment is credited to the correct member.
If the email address does not match an existing account, the payment may not be applied correctly. Double-check the email before submitting.
5
Submit the Payment
Once you have selected the terminal, entered the amount, and confirmed the email address, click the yellow Submit button. The payment will be recorded against the member's account and their subscription status will be updated accordingly.
A confirmation message will appear once the payment has been successfully recorded. The member will also receive an email receipt.