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ClubSoft POS & Stripe Terminal Help Guide

Overview

ClubSoft POS allows clubs to collect in-person payments using Stripe Terminal readers, such as the Stripe Reader S710 or S700, along with the ClubSoft POS screen on a phone, tablet, or desktop.

ClubSoft POS is designed for onsite payment collection at places like the fuel dock, club office, marina counter, or event check-in area.

ClubSoft POS can be used for:

  • Fuel dock payments
  • Member invoice payments
  • Quick custom charges
  • Card-on-file fuel charges, if enabled by the club
  • Reviewing recent payments
  • Reviewing daily POS summaries

ClubSoft currently uses a separate-device POS model. This means staff use ClubSoft POS on a phone, tablet, or computer, while the Stripe reader is used as the secure card payment device.

The Stripe reader does not currently run the full ClubSoft interface directly. Running ClubSoft directly on a Stripe S710 reader may be considered as a future enhancement.

How ClubSoft POS Works

ClubSoft POS connects three parts:

  1. ClubSoft POS Mode
    Staff use POS Mode to select a payment type, member, invoice, fuel sale, or custom charge.
  2. Stripe Terminal Reader
    The Stripe reader securely collects the physical card payment.
  3. Stripe Connect Account
    Payments are processed through the club’s connected Stripe account.

A typical in-person payment flow works like this:

  1. Staff opens POS Mode.
  2. Staff selects the payment type.
  3. Staff confirms the amount and member/customer details.
  4. Staff taps Collect Payment.
  5. The Stripe reader prompts the customer to tap, insert, or swipe their card.
  6. ClubSoft records the payment and updates recent payments, daily summary, and member history where applicable.

Supported POS Payment Types

Fuel Sale

Fuel Sale is used for fuel dock payments.

Depending on the club’s settings, staff may be able to:

  • Select a fuel type
  • Enter gallons
  • Use a configured price per gallon
  • Enter a total amount directly
  • Link the sale to a member
  • Charge by Stripe reader
  • Charge a member’s saved card on file, if enabled

Fuel Sale payments may appear in:

  • POS Recent Payments
  • Today’s POS Summary
  • Member Payment History, when linked to a member

Fuel Sale does not currently track fuel inventory or tank levels.

Member Invoice Payment

Member Invoice Payment is used to collect payment for an existing open ClubSoft invoice.

Current rules:

  • Invoice payments must be for the full invoice balance.
  • QuickBooks-mirrored invoices are currently blocked from Terminal payment.
  • Partial invoice payments are not currently supported.
  • Successful invoice payments mark the invoice paid in ClubSoft.

Quick Custom Payment

Quick Custom Payment is used for one-off onsite payments that are not tied to an invoice.

Examples include:

  • Guest fee
  • Event charge
  • Temporary dock fee
  • Miscellaneous club charge

Quick Custom payments can optionally be linked to a member. When linked to a member, the payment appears on that member’s payment history.

Quick Custom payments do not mark invoices paid and do not create member balance credits.

Card-on-File Fuel Charge

If enabled by the club, Fuel Sale can be charged to a member’s saved card on file.

Important rules:

  • A member must be selected.
  • The member must have an eligible saved payment method.
  • Staff must confirm the charge before processing.
  • Only masked card details are shown, such as brand, last four digits, and expiration.
  • Card-on-file fuel charges do not mark invoices paid.
  • Card-on-file fuel charges appear as Fuel Sale — Card on File.

Example confirmation:

Charge Bob Majors’ saved Visa ending 4242 for $73.12?

Access and Permissions

ClubSoft POS is controlled by the POS / Terminal feature entitlement and user roles.

POS Operator

A POS Operator can use POS Mode for approved onsite payment collection.

A POS Operator can:

  • Access POS Mode when POS is enabled
  • Collect Fuel Sale payments
  • Collect Quick Custom payments
  • Collect member invoice payments
  • View Recent Payments
  • View Today’s POS Summary
  • Use card-on-file fuel charge if the club setting and permission allow it

A POS Operator cannot:

  • Access full Financials
  • Manage Stripe settings
  • Sync or register Terminal readers
  • Access Usage Billing / Fuel Settings
  • Access Terminal diagnostics
  • Issue refunds
  • Access admin configuration areas

Site Admin / Financial Admin

Site Admins and Financial Admins can manage POS setup areas, depending on club permissions.

They can typically:

  • Access POS Mode
  • View POS setup information
  • Manage Fuel Settings
  • View POS & Terminal settings
  • Sync or manage readers if allowed
  • Assign POS Operator access

Enabling POS for a Club

POS / Terminal is a ClubSoft add-on feature. If POS is not enabled, users may see a POS setup or upsell screen instead of the full POS interface.

To enable POS:

  1. Open System Admin.
  2. Go to Feature Entitlements.
  3. Find the club.
  4. Enable POS / Terminal.
  5. Confirm the club has a connected Stripe account.
  6. Confirm a Stripe Terminal reader is ordered, registered, and synced.

POS is not automatically enabled for production clubs unless a ClubSoft / System Admin intentionally enables it.

POS Setup Checklist

Before using ClubSoft POS with a real club, complete the following checklist.

  • Stripe Connect account is active.
  • POS / Terminal feature is enabled for the club.
  • Stripe Terminal reader has been ordered.
  • Reader is powered on and connected to Wi-Fi or cellular.
  • Reader is registered in Stripe.
  • Reader is synced into ClubSoft.
  • Default POS reader is selected.
  • Fuel settings are configured, if using Fuel Sale.
  • POS Operator role is assigned to staff.
  • Test transaction is completed.
  • Recent Payments and Today’s Summary are reviewed.
  • Member Payment History is verified for member-linked payments.

Recommended Stripe Readers

Stripe Reader S710

The Stripe Reader S710 is recommended for:

  • Fuel dock use
  • Mobile dock use
  • Clubs that may need cellular-capable setups
  • Staff who need a smart reader with a screen

The S710 is the preferred reader for fuel dock and mobile field use.

Stripe Reader S700

The Stripe Reader S700 is recommended for:

  • Office/front desk use
  • Wi-Fi or Ethernet environments
  • Less mobile payment stations

The S700 is a good fit for a front desk, office, or fixed payment counter.

Ordering a Stripe Reader

Stripe readers are ordered through Stripe.

General steps:

  1. Open the club’s Stripe Dashboard.
  2. Go to Payments.
  3. Go to Terminal.
  4. Open Hardware Orders or Readers.
  5. Order the appropriate reader.
  6. After the reader arrives, register and sync it into ClubSoft.

ClubSoft does not currently provide automated hardware checkout inside the app.

Managing POS & Terminal Settings

POS and Terminal setup is managed under:

Configuration → Billing & Payments → POS & Terminal

This area is used for:

  • Viewing reader setup status
  • Syncing Stripe readers into ClubSoft
  • Managing Terminal readers
  • Managing Terminal locations
  • Opening POS Mode
  • Viewing setup guidance

Advanced diagnostics and internal testing tools are available only to ClubSoft Admins.

Managing Fuel Settings

Fuel settings are managed under:

Configuration → Billing & Payments → Usage Billing → Fuel

Fuel settings may include:

  • Enable Fuel Sale in POS
  • Fuel types
  • Price per gallon
  • Default fuel type
  • Allow staff price override
  • Require price override note
  • Allow direct total amount entry
  • Allow card-on-file fuel charges
  • Optional maximum fuel sale amount

Fuel settings are part of the broader Usage Billing area. Future Usage Billing features may include electricity, water, meter readings, and other usage-based charges.

Fuel settings do not currently include fuel inventory or tank tracking.

Using POS Mode

POS Mode is accessed from the left navigation:

POS Mode

or directly at:

/pos

When POS Mode opens, staff may see tiles such as:

  • Fuel Sale
  • Member Invoice Payment
  • Quick Custom Payment
  • Recent Payments
  • Reader Status

Available options depend on the club’s settings and the staff member’s permissions.

Taking a Fuel Sale Payment

To collect a fuel payment:

  1. Open POS Mode.
  2. Select Fuel Sale.
  3. Select the fuel type, if configured.
  4. Enter gallons or total amount.
  5. Confirm the price per gallon.
  6. Optionally select a member.
  7. Choose the payment method:
    • Card Reader
    • Card on File, if enabled and available
  8. Tap Collect Payment.
  9. If using the reader, have the member or customer tap, insert, or swipe their card.
  10. Confirm the success screen.
  11. Review Recent Payments if needed.

Fuel Sale payments appear as either:

  • Fuel Sale — Card Reader
  • Fuel Sale — Card on File

Taking a Member Invoice Payment

To collect payment for an invoice:

  1. Open POS Mode.
  2. Select Member Invoice Payment.
  3. Search for the member.
  4. Select the member.
  5. Select an eligible open invoice.
  6. Confirm the amount.
  7. Tap Collect Payment.
  8. Have the member tap, insert, or swipe their card on the reader.
  9. Confirm the payment was approved.

The invoice will be marked paid when the payment succeeds.

QuickBooks-mirrored invoices are currently blocked from Terminal payment.

Taking a Quick Custom Payment

To collect a custom onsite payment:

  1. Open POS Mode.
  2. Select Quick Custom Payment.
  3. Enter the amount.
  4. Add a description.
  5. Optionally select a member.
  6. Select the reader.
  7. Tap Collect Payment.
  8. Have the customer complete the payment on the reader.
  9. Confirm the payment was approved.

If linked to a member, the payment appears on the member’s payment history.

Recent Payments and Today’s POS Summary

POS Mode includes Recent Payments and a Today’s POS Summary.

These help staff and admins review onsite activity.

Recent Payments may show:

  • Payment status
  • Amount
  • Payment type
  • Member/customer
  • Reader
  • Staff user
  • Time
  • Fuel details, when applicable

Today’s POS Summary may show:

  • Total collected
  • Fuel Sale total
  • Invoice payment total
  • Quick Custom total
  • Failed/canceled count
  • In-progress count
  • Totals by reader
  • Totals by staff user

Failed, canceled, and in-progress payments do not count as collected revenue.

Member Payment History

Member-linked POS payments may appear on the member’s payment history.

Examples include:

  • Fuel Sale linked to a member
  • Quick Custom payment linked to a member
  • Terminal invoice payment

Fuel Sale and Quick Custom payments do not mark invoices paid unless they are specifically invoice payments.

Card-on-File Safety

When using card-on-file fuel charges:

  • A member must be selected.
  • The club must have card-on-file fuel charges enabled.
  • The member must have an eligible saved card.
  • Staff must confirm before charging.
  • Only masked card details are displayed.
  • The charge is recorded as a POS Fuel Sale.
  • The charge does not pay an invoice.

Example confirmation:

Charge Bob Majors’ saved Visa ending 4242 for $73.12?

Troubleshooting

POS Mode says POS is not enabled

The POS / Terminal add-on may not be enabled for the club.

A ClubSoft Admin can enable it under:

System Admin → Feature Entitlements

Reader does not appear in ClubSoft

Try these steps:

  1. Confirm the reader is registered in Stripe.
  2. Confirm the reader is connected to Wi-Fi or cellular.
  3. Open Configuration → Billing & Payments → POS & Terminal.
  4. Click Sync Readers from Stripe.
  5. Refresh the reader list.

Reader is offline

Try these steps:

  1. Confirm the reader is powered on.
  2. Confirm Wi-Fi or cellular is connected.
  3. Restart the reader.
  4. Sync readers again in ClubSoft.
  5. Confirm the reader belongs to the correct connected Stripe account.

Payment is stuck or in progress

Try these steps:

  1. Wait a few seconds and refresh the POS payment status.
  2. Check the reader screen.
  3. Cancel the action if available.
  4. Try the payment again.
  5. Contact ClubSoft support if the issue continues.

Fuel price is incorrect

Fuel prices are managed under:

Configuration → Billing & Payments → Usage Billing → Fuel

Check:

  • Fuel type price
  • Default fuel type
  • Price override settings
  • Direct total amount settings

Card-on-file option does not appear

Card-on-file fuel charge only appears when:

  • The club has enabled card-on-file fuel charges.
  • A member is selected.
  • The member has an eligible saved card.
  • The staff user has permission to use the feature.

What POS Does Not Do Yet

ClubSoft POS does not currently include:

  • Fuel inventory or tank tracking
  • Water meter readings
  • Electric meter readings
  • Marketplace/cart POS
  • Event check-in payments
  • Refunds or voids
  • Tips
  • Cash/check tender
  • Offline payments
  • Tap to Pay
  • M2 reader support
  • Full daily closeout reconciliation
  • Running the full ClubSoft UI directly on the Stripe S710

These may be considered for future releases.

Possible Future Enhancements

Possible future POS and Usage Billing enhancements include:

  • POS receipts and print/resend receipt options
  • Refunds and manager controls
  • Event check-in payments
  • Marketplace / club store quick sale
  • Guest dock fee payments
  • Water and electric meter readings
  • Monthly utility billing
  • Fuel inventory / tank tracking
  • Daily closeout reporting
  • S710 apps-on-device research
  • Self-service POS add-on activation

Support

For help with POS setup, reader configuration, or payment troubleshooting, contact ClubSoft support.

Before contacting support, please include:

  • Club name
  • Reader label
  • Reader type
  • Payment amount
  • Member/customer name, if applicable
  • Approximate payment time
  • Screenshot of any error
  • Whether the payment was card reader or card on file
  • Whether the payment appears in Recent Payments