Non-profit software for a sports club

A non-profit sports club is usually a charity or a Community Amateur Sports Club. The software it needs is not a general charity accounts package, and it is not only a way to take a card payment. It has to run the organisation and still produce books someone else can read.

SquadPilot OS is built as that system. Members, the ledger, Gift Aid prepared for the club to submit, expenses, events, venues, and training plans are in the same monthly fee. There are no module add-ons on the public price card.

The organisation

The register, the monthly collection, and the committee's tasks sit in one place. A coach can see that team's book. The treasurer sees who still owes. Expenses and supplier invoices wait for the treasurer, who approves them and pays them from the bank. The app does not pay the volunteer or the supplier.

Holiday camps, festivals, ticketed nights, and the public donations page are separate payment requests on the club's own account. There is no SquadPilot fee on those one-off payments.

The non-profit books

The ledger is a receipts and payments face for OSCR, the Charity Commission for England and Wales, the Charity Commission for Northern Ireland, or a CASC. Funds, nominals, exceptions, and an examiner CSV. A book for every team. A club that is not a charity sees a management face on the same lines.

SquadPilot is not the examiner and not the club's accountant. At £250,000 gross receipts, or where the charity must accrue, the examiner still prepares accruals accounts. This pack does not.

The shape of that file is in the receipts and payments guide. What a CASC keeps is in what a CASC keeps in the books.

Gift Aid, only when the club is a charity

Gift Aid on membership fees is for a charity. A club registered only as a CASC cannot claim it on membership fees. SquadPilot does not register the club as a charity.

Where the club is a charity, it sets how much of a cleared package payment goes on a claim. Families pay the full package. On the donations page, when Gift Aid is on, the gift is the whole amount. The authorised official submits the file. SquadPilot does not submit it. A claim that has already been submitted is not edited. A payment that is later reversed is handled on a later claim.

The steps are in the Gift Aid reclaim guide.

The subs that fund the club

Forza's 2026 State of Grassroots Football report surveyed 409 UK clubs and found that 88% fund their activities with player subs, and that 54% have raised those subs as costs have risen. The update on that report has the other figures. SquadPilot is not affiliated with Forza.

Memberships are collected on the club's own account. One payment request per family per month. Processing on every plan is Adfin's standard rate, 1% plus 20p. SquadPilot does not add a surcharge on the parent's payment. The SquadPilot monthly fee is a separate Direct Debit, never taken out of a parent's payment. A failed Direct Debit leaves that month open. It does not become a second bill.

Plans, including VAT, are on the pricing page. The questions treasurers ask are in Resources.

What this software does not do

It does not submit a Gift Aid claim, act as the examiner, apply for a grant, or register the club. Clubs looking for outside money can start with the grant funding list. The app does not apply.

This describes how SquadPilot is built. It is not tax advice and not accountancy advice.