Plot number
14b, or whatever your numbering is. Free text, so it survives half plots, letters and the one everybody still calls the orchard.
ClearStack Apps
$99 / YEAR Get PlotKeeper
PLOT REGISTER & RENT
PlotKeeper
Plot register, rent and members
Rent day comes round once. It should take one evening.
PlotKeeper holds the register — who has which plot, how big it is, when their tenancy started — and then invoices every plot in the association in a single action. Each charge is made on a Stripe account in the association's own name.
30 days free, no card.
$99 a year after that.
HOW THE YEAR RUNS
Eleven quiet months and one busy week
Allotment money does not arrive in a trickle. It arrives once, when the committee says it does, and the rest of the year the register only needs to be right.
- BEFORE THE SEASON
Get the register straight
Add or archive holders, correct plot numbers, note who took over 14b. Sites keep the north field and the south field apart.
- RENT DAY
One rent run
Everybody with an email is already ticked. Type the amount and the due date, and every plot is invoiced in one action.
- THE WEEK AFTER
Stripe does the chasing
Each holder gets an emailed invoice with seven days to pay, and Stripe sends its own reminders. Payments land in the ledger as they clear.
- AFTERWARDS
Whoever is left
A week past the due date an unpaid invoice turns overdue and sits on the dashboard under Needs attention until it is dealt with.
One amount, every plot, one button
The rent run opens with a description already filled in for the coming season and every billable holder preselected, because on an allotment the answer is almost always "all of them". Untick the two who pay by bank transfer, set the amount, pick the due date, send.
- Everyone starts ticked A holder with no email address on file is shown, but cannot be selected — an invoice needs somewhere to go.
- The invoice is Stripe's, not ours Each one is a hosted Stripe invoice emailed to the holder with a card link and seven days to pay. Stripe handles the reminders.
- Charged on your own account Every invoice is created on the association's Stripe account, and Stripe pays out to your bank on the schedule you agreed with them. ClearStack holds none of it.
THE REGISTER
What a plot holder's record actually holds
Four fields beyond the name and the contact details, chosen because they are the four a secretary gets asked about.
Plot size
Rods, square metres, half or full — typed the way your committee already writes it, since rent usually follows size.
Tenancy start
A date, so seniority and first-year part rents can be settled without opening the minutes from three years ago.
Key and water deposit
A note against the holder saying what was taken and whether it has been returned. Written down once instead of remembered badly.
Holders belong to a site, so a search or a rent run can be narrowed to one field. Anyone who gives up a plot is archived rather than deleted: their payment history stays in the ledger and their name stays out of the list. Both the holder list and the payment ledger export as CSV for the treasurer's spreadsheet.
The app, with a demo association loaded
Scroll sideways, or use the arrow keys
The association, the holders and the email addresses in these captures are demo data loaded for the screenshots. No real gardener appears in them.
WHAT IT WILL NOT DO
Built for one collection a year, and nothing else
A lot of what membership software does is wrong for an allotment, so it is not in here. This is a design decision, not a gap waiting for a roadmap.
- No monthly subscriptions Recurring billing is switched off in PlotKeeper. Rent is a one-off amount you invoice when the season says so.
- No plot map There is no drawn site plan and no grid to click. Plots are numbers on records, grouped by site.
- No waiting list Applicants are not tracked. The register is the people who currently hold a plot, plus whoever you have archived.
- No holder login Gardeners get an emailed Stripe invoice, and nothing else. There is no portal to administer.
- No attendance or work-party log Communal work days are not recorded, and nothing is billed against them.
- Not offline The register lives in the cloud so every committee member sees the same version. On the site with no signal, it will not load.
PRICING
$99per year, per association
Billed yearly rather than monthly, because that is the rhythm the app runs on. Thirty days free to begin with, and no card asked for during them.
Plus2% on each payment collected, with no fixed per-payment charge. You can pass it to the holder or absorb it.
Get PlotKeeper- Unlimited plot holders and sites
- Unlimited committee members on the account
- As many rent runs a year as you need
- Stripe invoices, with overdue plots flagged
- CSV export of holders and payments
- No advertising anywhere in the app
Questions
How does the annual rent actually get collected?
You open the rent run, type the amount and a due date, and every plot holder with an email is already ticked. PlotKeeper hands each of them a Stripe invoice they pay by card.
Whose Stripe account is the money charged on?
The association's. PlotKeeper creates a Stripe account in your name and every charge is made on it, so the money is yours from the moment the card clears. ClearStack never holds a balance.
Does it chase people who have not paid?
Stripe does. Each invoice is emailed with a payment link and Stripe sends its own reminders. Seven days past the due date PlotKeeper flags the plot as overdue on the dashboard.
What does it cost?
$99 a year for the association after a 30-day trial with no card, plus 2% on each payment collected and nothing else. A $120.00 plot rent carries $2.40.
Who pays that 2%?
Your choice. Out of the box it is added to the holder's invoice as a separate service fee line. Switch it off in Settings and it comes out of the association's share instead.
Can it take rent monthly instead?
No. PlotKeeper has no recurring subscriptions at all. Plot rent is a one-off amount you invoice when the season says so, which is how allotment rent is actually charged.
Is there a map of the plots?
No. Each holder carries a plot number, a plot size, a tenancy start date and a deposit note, and sites group them into fields. There is no drawn site plan.
Do plot holders need the app?
No. A holder never signs in to PlotKeeper. All they get is an emailed Stripe invoice they can pay in their own browser.
Where does it work?
The United States, Canada, the United Kingdom, Australia, New Zealand and Ireland — the countries Stripe supports for this kind of account.
Put this year's register in before next rent day
Type the plots in, connect Stripe, and the collection is one screen when the season turns. Thirty days, no card, and the association's Stripe account stays the association's either way.