Bill professionally and know where every item is. Clubnest combines VAT-aware invoicing with an angling-ready asset register: QR labels for coaching equipment, kits for sessions, maintenance reminders, and clear audit trails from checkout to return.
Next due
INV-2031 • £145.00
Stock alerts
4 items under min
Checked out
“Junior Kit A” → Sat 10:00
QR labels generated
Clubs aren’t just websites and memberships — they own assets and issue invoices. Nets, seat boxes, pole rollers, shelter, litter pickers, lifejackets, scales, weigh slings and tablets for results all need tracking and maintenance. Clubnest connects your billing with your asset register so finance, coaching and safeguarding work from the same source of truth. You’ll know what was purchased, which programme it supports, who checked it out, and when it’s due back.
Simple, safe workflows: scan a QR, choose Check Out, assign to a coach, session or kit. When it returns, scan again to mark Back In and capture its condition. If anything is missing or damaged, you have the logs, dates and names to resolve it fairly.
All actions are timestamped and attributable.
Create professional invoices for memberships, coaching, venue hire and sponsorships. Include line items, VAT rates, discounts and notes. Send by email with payment links and automatically attach branded PDFs.
Catalogue coaching and safety gear with serials, purchase info, supplier, warranty, depreciation and photos. Assign to locations (container, venue, coach van) and set minimum stock levels for consumables.
Generate QR labels for each asset or kit. Scan with a phone to check out to a person, session or location, then scan again to check back in with condition notes and photos if needed.
Bundle items into reusable kits (e.g., “Junior Coaching Kit A”). Check out a whole kit to a coach or course, track missing pieces on return, and auto-replenish consumables from stock.
Raise purchase requests, record supplier quotes and convert to invoices. Set reorder points and preferred suppliers so stock never surprises you on coaching day.
Real-time views for finance and coaching leads: overdue invoices, aging debtors, asset valuation, usage rates, service due, loss rate and cost per session. Export clean CSVs and branded PDFs.
Whether you charge for venue hire, coaching blocks, sponsorship, equipment hire or bespoke programmes, invoicing should be quick and consistent. Use templates, add line items with VAT or zero-rate, and send branded PDFs automatically. Receipts are issued on payment and statements can be generated for debtors.
Tag invoices and purchases to projects (e.g., “Junior Pathway 2026”). Export spend vs. budget and show utilisation of funded assets over time. This transparency helps you maintain grants and attract new sponsors.
Each asset gets a unique QR linked to its record. Scan on any smartphone to open the secure check-in/out view. You’ll see the item name, current custodian, last known location and condition. Checking out prompts for assignee (coach/user), session/course, expected return date and optional notes; checking in captures condition, missing parts and defect photos. Every scan writes to the audit trail.
A junior session needs the same essentials every time. Build reusable kits — e.g., “Coaching Kit A” (whip rigs, disgorger, plummets, hand gel, wipes, mat, sling, scales, lifejacket, tablet). The packing list prints with QR squares for each item. On return, scan through in minutes; any missing or damaged pieces trigger a replenishment task and an optional invoice for replacement where appropriate.
Consumables (hooks, line, float rubbers, wipes, first-aid items) have reorder points to avoid last-minute scrambles. See on-hand, reserved, and committed quantities for upcoming courses or matches. When stock hits minimum, raise a purchase request to your preferred supplier and attach the delivery to the stock location.
Some gear demands checks: lifejackets, scales, first aid kits and electrical items. Assign service intervals, create tasks automatically and block check-out if overdue. Log repairs and costs against the asset so you can decide whether to service or replace.
Invoices & Assets are part of your wider platform: Orders & Enquiries Hub, Website Builder and Permit & Ticket Management. Bookings can reserve kits automatically; venue pages list available equipment; receipts and grant reports pull in usage logs and photos without extra admin.
Assign kits to sessions; check out on arrival; return at close with quick scan.
Bundle equipment hire on tickets (e.g., lifejacket) and reconcile income.
Auto-notify coaches of reservations; email low-stock summaries weekly.
See which programmes consume the most equipment; track usage per kit; calculate cost per participant; and identify items that sit idle. With depreciation and repair logs, you can plan purchases confidently and justify budgets to committees, funders and sponsors.
Asset value over time, write-off recommendations, and replacement forecasts.
Minutes in use vs. total availability; busiest coaches and venues.
Optional hire fees and consumables recharge with transparent reporting.
Clubnest limits personal data in public views and secures sensitive records with role-based access. Invoices, asset histories and defect notes are encrypted at rest and in transit. Every action — from raising an invoice to returning a kit — is written to a tamper-evident audit trail with user, date and IP metadata.
Clear contrast, readable type and keyboard-friendly tables make stocktakes and invoice reviews fast even on smaller screens. Print views are clean and economical on ink.
Create invoices in minutes, track payments, and run QR-based stock control for every piece of coaching equipment. Fewer spreadsheets, better governance, happier volunteers.