Whenever money moves between MeetMaker and your bank account, you receive an email about it. These replace the invoices and credit notes that used to be raised by hand, and they carry far more detail.

Which one you get depends on what happened.

Disbursement Notice

Registration fees collected for your event, less the MeetMaker processing fee, sent to your bank account. It shows the event, the amount, the effective date and the last four digits of the account the deposit went to, so you can match it against your bank statement without opening MeetMaker.

Underneath the totals is every registration payment in that deposit - the club or individual who paid, the date they paid and the amount. If you have ever had to work backwards from a deposit to work out whose entry fees were in it, this is the part to look at.

If refunds have gone out to your registrants, they appear as a Refunds applied line under the processing fee, and the Amount sent is the figure after that - which is what reaches your bank. When there are no refunds the line simply is not there.

A payment being sent again

If a payment to you was returned by the bank - almost always a wrong routing or account number - we correct it and send it again. That disbursement is flagged in the email so you know it is not new money, and the note names the reason the original came back. See Your disbursement account and getting paid.

Refund Debit Notice

When refunds come to more than the registration money being paid out for your event, and there are no held funds to cover them, the difference is debited from your account. The email gives the amount, the effective date the debit is presented and the account it comes from, so you can make sure the funds are there. A returned debit attracts a return fee.

Refund Processed From Held Funds

If your event's disbursements are on hold, refunds are settled from the registration money MeetMaker is already holding for you and nothing is taken from your bank account. This email exists so that a refund never looks like a missing debit - it states plainly that the refund has been paid and that your account has not been touched.

One email can cover several payments

Where more than one payment for your event goes out in the same run, they arrive together in a single email rather than as separate messages. Each one is itemised on its own, with a Total sent to your account line showing what will actually land in your bank.

Who receives them

They go to the contact addresses on your event, so keep those current. Every one of them links to the Financials tab of your Event Director page, where the full registration and payment history lives.