Setting Up Payments with GoCardlessHow to connect GoCardless to your group and start collecting Direct Debit payments from parents.24 Sept 20262 min
Collecting Subscriptions from ParentsHow to set up recurring Direct Debit subscriptions to collect regular payments from parents, including adding members who join part-way through a term.24 Sept 20266 min
One-Off PaymentsHow to create one-time payment requests for event fees, trips, and other single charges, and track their status.24 Sept 20262 min
RefundsHow to refund a collected payment — whether it came from a one-off request or a recurring subscription — including eligibility rules, partial refunds, and tracking refund status.21 Jul 20264 min
Accounting and BookkeepingThe end-to-end finance workflow in Scoutworks: how money moves from your bank into the Ledger via the Bank Inbox, and what each step is for.17 Jul 20269 min
Budgets and Financial ReportsHow to set spending limits and income targets, link them to events and sections, track both in real time, and generate financial reports for your group.17 Sept 20267 min
Submitting and Approving Expense ClaimsHow leaders submit expense claims with receipts and how treasurers approve and record reimbursements.1 Sept 20265 min
Finance DashboardHow to use the finance dashboard for an overview of your group's financial health.3 Mar 20263 min
Bank Reconciliation and Restricted FundsHow to import bank statements into the Bank Inbox, reconcile transactions into the Ledger, handle cash you hold outside the bank, and manage restricted funds.17 Jul 20269 min
Gift AidHow to track Gift Aid declarations across your group, request them from parents, link them to eligible payments, handle declarations held offline, and submit HMRC claims.24 Sept 202613 min
Catching Up on Missed Subscription PaymentsWhat happens when a parent sets up Direct Debit after a subscription's start date, or when banking timing pushes the first payment forward, and how Scoutworks collects the missed payments alongside the regular schedule.4 Jun 20265 min
Reviewing and Paying Expense ClaimsHow treasurers and approvers review claims line by line, pay suppliers direct, and keep everything tidy on the Claims & Payments page.1 Sept 20268 min
Seeing Direct Debit Setup ProgressHow to see where each parent is with their Direct Debit mandate, filter for the ones who need chasing, and resend the mandate setup link in a single click.6 May 20265 min
Nominating an Expense Approver for an EventHow to send claims for a specific camp, trip, or meeting to a nominated approver — so the treasurer isn't the bottleneck for every receipt.28 Apr 20264 min
Attaching Receipts to TransactionsHow to upload receipts and invoices against transactions, see which expenses still need one, and keep a clean record for your independent examiner.1 May 20263 min
Running Fundraising CampaignsHow to create a fundraising campaign, share a donation link or QR code, and track what's been raised — no card reader needed.21 Jul 20268 min
Pausing a Member's SubscriptionHow to pause a Direct Debit subscription for a member who is away or needs financial support, choose how long the pause lasts, and control whether their parent is notified.7 May 20263 min
Marking a Recurring Payment as Paid by HandHow to record that a parent has paid one subscription payment in cash, by cheque, or by bank transfer — so the Direct Debit skips that payment and no one gets charged twice.17 Jun 20264 min
Managing Your Bank AccountsHow to add and manage the bank accounts your group's money sits in — including the primary account, which is where Direct Debit income gets recorded.17 Jul 20267 min
Recording a Refund You Paid YourselfHow to match a refund you sent by bank transfer to the payment it reverses, so the payment stops showing as paid and your bank statement balances.21 Jul 20263 min
Changing your accounting period datesHow to change when your accounting year starts, and how to run a one-off period that's shorter or longer than a year — for example when you move your year end.22 Jul 20264 min
Seeing a Member's Full Payment HistoryHow to see every payment for one member — subscriptions, one-off payments and event payments — on a single timeline, with what is still to come and what has already been collected.4 Aug 20263 min
Changing a Member's Collection DayHow to move the day of the month a member's subscription is collected, and how to do it without losing a payment.4 Aug 20263 min
Using Money Held on AccountHow to put money collected on a cancelled duplicate subscription towards an unpaid month, instead of refunding it or leaving it sitting.4 Aug 20263 min
Seeing Who Changed a PaymentThe Activity tab records every change a leader makes to a member's recurring payment — pausing, resuming, cancelling, recording a payment by hand or moving a collection day — with the name of the person who made it.13 Aug 20263 min
Claiming MileageHow volunteers claim for driving their own car to camps, meetings and activities — and how group admins set the rate the group pays.1 Sept 20266 min
Scanning Receipts on Expense ClaimsHow Scoutworks reads the shop, date and total from a receipt you add to an expense claim, so you only check the details instead of typing them.23 Sept 20263 min