Welcome to Circlevine

Circlevine is a treasury and management engine built for clubs, societies, and member-based organisations. It replaces manual spreadsheets with automated bank reconciliation, member ledgers, invoicing, and financial reporting — all in one place.

What Circlevine Does

At its core, Circlevine solves a simple but painful problem: tracking who has paid what, and who still owes money. It does this by connecting your raw bank statement data to your member list and automating the work in between.

The Core Workflow

Here is the typical flow for getting started:

1. Set Up Your Organisation

After logging in, create your organisation and configure basic details like your club name, currency, and timezone.

2. Add Your Members

Import your member list from a CSV file, or add members one by one. You can define custom fields (like "Year Joined" or "Team") to capture any data unique to your club.

3. Create Bank Accounts

Set up one or more bank accounts in Circlevine. These represent your real-world bank accounts and are where your imported transactions will live.

4. Upload Bank Statements

Download a CSV export from your bank and upload it into Circlevine. You will map the columns (Date, Description, Amount, etc.) once — Circlevine remembers the format for future uploads.

5. Create Automation Rules

Write simple rules that tell Circlevine how to automatically process transactions. For example: "If the description contains 'SUBS', categorise as Subscription Fees and identify the member from the reference."

6. Create Events

Set up events such as monthly subscriptions, annual fees, or social evenings. Assign members and expected amounts, and Circlevine will track who has paid and who still owes.

7. Review Your Dashboard

Your custom dashboard gives you a real-time view of your club's financial health — from cash flow charts to member balances.

Navigation Overview

The left-hand sidebar is your main navigation. Here is what each section does:

• Dashboard — Your custom financial overview with charts and statistics
• Reporting — Category summaries, monthly reports, and analytics
• Events — Fee collection events and participation tracking
• Transactions — Your imported bank data, rules, categories, and saved filters
• Members — Your member directory and individual ledgers
• Customers — External parties you invoice (distinct from members)
• Invoices — Create, send, and track PDF invoices
• Notes & Reminders — Internal notes with optional date-based reminders
• Communications — Bulletins and announcements sent to members
• Document Vault — Securely store and share files
• User Guide — You are here!
• Team — Manage who has access to your Circlevine organisation