Bank Account Details for Organisations

Overview

Horsify lets your organisation store its bank account details securely, encrypted at rest. They're included automatically in confirmation emails and tax invoice PDFs when a rider chooses Bank Transfer, so riders have what they need to pay you without you chasing them.

The fields follow your club's country. An Australian club is asked for a BSB and an account number; a New Zealand club is asked for a bank & branch and an account number & suffix. The same labels are used on the invoice the rider receives.

Purpose: Enable organisations that accept bank transfer payments to provide riders with accurate payment details automatically, without manual follow-up, while keeping sensitive financial information securely encrypted and protected at rest.

Who Uses This

• Organisers (Admin): Add, edit, and remove bank account details from the organisation settings page.
• Riders: Receive bank account details in confirmation emails and downloadable invoices when they choose bank transfer checkout.
• Global Admins: Can view and manage bank details for any organisation.

Key Features

Secure Storage

Bank details are stored securely encrypted. The database never holds plaintext bank account information. Details are encrypted on save and decrypted on read.

Bank Details in Invoices

When a registration uses bank transfer as the payment method, the organisation's bank details are included in the tax invoice PDF: bank name, account name, the routing code (BSB, or bank & branch), account number, and payment reference.

Bank details are only shown on invoices for bank transfer payments, and never for card or other payment types. They also only appear when both the routing code and the account number are filled in; a half-completed record is left off the invoice entirely rather than printed with gaps.

Bank Details in Confirmation Emails

When a rider selects bank transfer at checkout, the confirmation email includes the organisation's bank account details and payment reference.

If the organisation has not configured bank details, the email shows: "Please contact the event organiser for bank account details to complete your payment."

Payment reference:

• Uses the organisation's configured payment reference if set
• Falls back to a unique reference based on the registration ID

Admin Management

Admins manage bank details through a dedicated modal on the Organisation profile page (Settings → Organisation, or Organisation → Profile in the organiser menu).

Form field limits:

• Bank Name: 100 characters
• Account Name: 200 characters
• Routing code (BSB / bank & branch): 10 characters
• Account Number: 20 characters
• Payment Reference: 100 characters

A security notice is displayed: "Bank details are encrypted and only visible to organisation administrators."

Change Alerts

Whenever a save changes your bank details, Horsify keeps a record of who changed them and when, and emails a "Bank details changed" notice to your organisation's admins and to staff with Finances access. The email shows each changed field before and after, with account numbers shortened for safety, and names Horsify support if the change was made by our team. Admins get it even if they've turned off money notifications. If you didn't expect the change, check the details before anyone pays by bank transfer and contact support straight away. A save that changes nothing sends nothing.

Validation

New Zealand accounts are checked as you save: the bank & branch must be in BB-bbbb form and the account number and suffix in AAAAAAA-SSS form, and you'll be told if they aren't.

Australian accounts are deliberately not checked. Australian clubs have been entering these details since long before the check existed, and validating them now would block a club from saving an untouched record. Please double-check your own BSB and account number, because nothing else will.

How to Use

Adding Bank Details

1. In the organiser menu, open Organisation → Profile (or Settings and the Organisation tab)

2. Scroll to the Bank Account Details section

3. Click "Edit Bank Details"

4. Fill in the fields. The two account fields are labelled for your country:

   Field	Australia	New Zealand
   Bank Name	e.g. Commonwealth Bank	e.g. ANZ, ASB, BNZ, Kiwibank
   Account Name	the name on the bank account	the name on the bank account
   Routing code	BSB: XXX-XXX	Bank & branch: BB-bbbb (e.g. 12-3456)
   Account number	your account number	Account number & suffix: AAAAAAA-SSS (e.g. 0012345-00)

   Payment Reference (optional): the reference you'd like riders to quote (e.g. your organisation name or an invoice prefix)

5. Click Save Bank Details

6. Details are encrypted and stored securely

How Riders See Bank Details

1. Rider registers for an event and selects Bank Transfer at checkout
2. Registration is confirmed with the message: "Registration confirmed - please complete bank transfer as per email instructions"
3. Rider receives a confirmation email containing a styled bank details section
4. Rider can also download a tax invoice PDF that includes the bank transfer details

Removing Bank Details

1. Open the Edit Bank Details modal
2. Clear all fields
3. Click Save Bank Details. Empty values are removed

Important Notes

⚠️ Bank transfer registrations are confirmed immediately without waiting for payment. Monitor your bank account and follow up with riders who have not completed their transfer.

💡 Setting a clear Payment Reference (e.g. your club name or event code) helps match incoming bank transfers to the correct registrations.

💰 No platform fee is added to a bank transfer. Horsify only takes its fee on payments it actually processes, so a rider paying you directly is charged nothing extra. If you have "pass the platform fee on" switched on, it isn't quoted on this payment method. The flip side is that the money never passes through Horsify, so reconciling it against the registration is yours to do.

Related Features

• Tax Invoices: PDF invoices include bank details for bank transfer payments
• Payment Fees Configuration: fee handling (bank transfer has no processing fees)
• Create Events: event setup including accepted payment methods
• Payment Retry Links: handling failed online payments\n\n---\n\nSource: wiki/features/BANK_TRANSFER_DETAILS.md \nLast synced: 2026-10-21 13:12:09 UTC