1. Why Stripe?
Stripe is the payment processor that handles the actual card transactions on your shop. Big names like Substack, Deliveroo, and most charities taking online payments in the UK use Stripe.
We use Stripe because:
- We never see your bank details. You give them to Stripe directly; we couldn't access them if we tried.
- We never see card data. Customers pay on Stripe's own pages, not on your shop. That keeps your compliance burden tiny.
- Stripe pays out to your bank automatically. Money for shirts lands in your Stripe balance and pays out on a schedule you control.
You'll enter into a Connected Account Agreement directly with Stripe as part of the sign-up — this is a separate contract between you and Stripe, in addition to your Terms of Service with us.
2. What to have ready
Stripe needs to verify your organisation and the person setting up the account. Have these to hand before you click the link:
- Your organisation's details — legal name, address, registered number (company / charity registration) if you have one.
- Bank account details in your organisation's name — sort code, account number, account name.
- Identity details for the responsible person — usually whoever signs cheques for your organisation. Full name, date of birth, home address. Stripe may ask for the last 4 digits of an NI number to verify automatically.
- A photo ID document (passport or driving licence) — sometimes needed if Stripe can't verify identity from the data alone. Have a phone handy to upload a photo.
- An email and phone number for support contact — what your customers would use if they had a question about their order.
3. What you'll be asked for, step by step
When you click the link in our email, you go straight to Stripe's
onboarding page. Everything from this point is on Stripe's own website
(look for connect.stripe.com in your address bar).
Step 1 — Your business
Pick your business type (charity, unincorporated association, sole trader, limited company, etc), enter your legal name and address, and your company / charity number if you have one. About 5 minutes.
Step 2 — The responsible person
Stripe needs to know who is legally responsible for the account (typically a director, treasurer, or trustee). Full name, date of birth, home address, sometimes last 4 digits of an NI number. About 5 minutes.
Step 3 — ID document (if needed)
If Stripe's automated check can't verify the responsible person from the data alone, you'll be asked to upload a passport or driving licence photo. Either via webcam on the same device or by sending a link to your phone. About 5 minutes.
Step 4 — Bank details
Sort code, account number, and the name on the account (this must match your organisation's name as Stripe has it). Stripe will send a tiny test deposit (a few pence) to confirm the account is real. About 2 minutes.
Step 5 — Public business profile
The business name shown on payment receipts, a support email, and the short text that shows on your customers' card statements (e.g. "YGGA TSHIRT"). Stripe defaults these from what you've already entered; edit if needed. About 3 minutes.
Step 6 — Connected Account Agreement
Stripe shows the Connected Account Agreement — the contract between you and Stripe. Read, agree, and submit. About 5 minutes.
That's it on Stripe's side. Stripe verifies what you've submitted (usually instant; occasionally a few hours if a document needs review), then tells us you're ready. We flip a switch on your shop and it starts taking payments in live mode. We'll email you when it's done.
4. How the money flows
Once your shop is live:
- A parent pays one combined amount on Stripe's checkout — the shirt total plus our £1 service charge.
- The shirt portion goes to your Stripe balance. The £1 goes to ours.
- Stripe's processing fee (roughly 1.5% + 20p per UK card transaction) is deducted from our balance, not yours. The shirt amount that reaches you is gross of Stripe fees.
- Stripe pays out your balance to your bank account on a schedule you control in your Stripe dashboard — daily, weekly, or monthly. First payout takes a little longer (typically 7 days) to give Stripe time to confirm everything; later payouts are 2–3 working days.
You'll be able to see your balance, transactions, and payouts at any time by signing into your own Stripe dashboard — Stripe creates an account for you as part of onboarding.
5. Stuck? Common issues
The link in the email has expired
For security, the Stripe onboarding link expires after a short window. Email us and we'll send a fresh one — no progress is lost.
Stripe says my bank account name doesn't match
This is the most common snag for charities and clubs. Your bank may hold the account under a slightly different name than your formal organisation name (e.g. "YGGA" vs "Yorkshire General Gymnastics Association"). Stripe will let you proceed by uploading proof of the account — usually a bank statement or letter. Follow the on-screen prompts.
I don't know who the "responsible person" should be
For a registered charity, it's typically a named trustee. For a club or association, it's whoever signs the bank mandate or runs the bank account. If you're unsure, ask the person who signs cheques.
Stripe is asking for a photo ID I don't want to upload
Stripe's KYC checks are a legal requirement under UK money-laundering regulations — they apply to every business taking card payments, not just to Podium customers. The data goes to Stripe, not to us. If you have a genuine concern about a specific document, contact Stripe support directly via their help centre; we can't override KYC requirements on their side.
Something else
Email us. We can help with most things, and where we can't (because it's Stripe's side of the fence), we can at least tell you the right Stripe support route.