Payments & billing
One ledger, whichever way a family paid.
Rafyo never holds your money: card payments run through your school's own Stripe account and settle to your bank. What Rafyo keeps is the record — what was booked, what was charged, what has been paid, by what method, what is still owed, and who changed any of it. Meals and clubs sit in the same ledger, so the figure on the Billing page is the whole picture rather than the part that happened to be food.
Your Stripe account, not ours
Card payments are taken through the school's own Stripe account, under the school's own agreement with Stripe, and settle to the school's bank. Rafyo initiates the payment and never holds the money. Card details never touch our servers.
Instalments, on the dates you set
Set a schedule on the club's own page — fixed dates, each carrying a percentage of the total. The first payment is taken by card at checkout; with the parent's explicit consent the card is saved so the rest collect automatically. Parents see the whole plan on their Account page and can update the card there. You can cancel a plan, or mark a payment as collected outside the system for a cheque.
Tax-Free Childcare families
Some families pay for clubs from their government Tax-Free Childcare account rather than by card. Flag that on the family's record and their club bookings confirm straight away, with the cost landing on their balance in Billing instead of going through Stripe. Their confirmation email says the order was paid that way, not by card.
Credit that adds up
Credit comes off the total automatically at checkout, and an order fully covered by credit costs nothing. The office can add credit or take it back off, each needing a reason, each leaving a line in the family's history saying who did it and why. Removing more than a family holds takes them below zero, which reads as money owed.
Meals and clubs on the same pages
Orders, a family's billing history and the Total Collected figure all cover club orders and club payments as well as food. Each order shows its payments — card, manual, or account credit — and where a discount applied, the lines show what was actually charged, so they add up to the order's own total. An order still waiting on a card reads "Awaiting payment" rather than looking paid.
A send that fails says so
A payment request that reached nobody used to close with a tick. It now stays open and names the families it could not reach and why — usually no parent email on record. A family with no carers at all carries a red "No contact" badge you can filter the list down to, and archived families are off the Billing page unless you ask for them.
Checkout · a larger booking
Spread over the term, collected without asking.
The school sets the dates and the split once, on the club. A plan snapshots that schedule at checkout, so editing the club later never rewrites a plan a family is already paying.
Pottery Club · payment plan
£120.00- 8 Sep40% £48.00
- 6 Oct30% £36.00
- 3 Nov30% £36.00
Card saved with consent · update it any time on Account
The same payment, from three sides
The parent sees
Their credit balance, their instalment plan and its schedule, and an Order history covering every order — meals and clubs — with what each one cost and how much it bought: "12 sessions · 6 Jan – 27 Mar".
The office sees
One Billing page: every family's balance, what they have bought, what they have paid and by what method, and what is still owed. Pay-later orders show as owed against the family balance rather than as a gap.
Your Stripe dashboard shows
"LUNCH x 3 — ROSE01 — Order #812". The iSAMS billing code and the order number reconcile a payment exactly, and mean nothing to anyone outside your school. No pupil names go to Stripe.
See a school day with Rafyo
A 20-minute walkthrough with a real menu, a real register and no slide deck.