Invoices to members, families and sponsors

Q: How do I invoice all members for the annual fee?

With a batch invoice. You select the members the fee applies to, choose the invoice template with the right amount and set the invoice date and sending time. This creates a separate invoice for each member with its own Swiss QR code and reference number, bundled per family if you want. Sending by email or A-Post happens in the same step.

Q: How do subscription invoices for membership fees work?

Subscription invoices cover typical club cases: annual membership fee, quarterly course fee, monthly sponsoring contribution. Start and end date per subscription, interval weekly, every 14 days, monthly, or annually. A child invoice is created for each period, which you can still adjust before sending.

Q: Do you offer a portal for recurring payments?

Yes. You manage recurring membership fees and annual licences in the licence module of the member management : define the amount and interval once, assign them to members, and the invoices run automatically at the selected interval. If a membership is cancelled, the licence ends on the stored end date, and when members leave, they see their active licences directly in the leaving form.

Q: Are reminders sent automatically?

You configure reminder levels once (number of days, fee, text). After that, reminders run automatically. Every day the system checks open invoices and sends them if needed. You can manually pause any sending per invoice.

Q: How many line items can an invoice have?

No limit on the number of line items per invoice. Any number of items per invoice with different VAT rates. For donation invoices and small amounts, there’s a free-amount mode where the member can choose the amount themselves (e.g. supporter contribution from CHF 50).

Q: Can I record credit notes or refunds?

Yes. You create credit notes as an invoice with a negative amount, for example for a refund due to a course cancellation or a reduced fee. Overpayments are also detected and flagged for clarification.

The annual fee as a batch invoice to all members at once, plus course fees and sponsorship invoices. With Swiss QR code, automatic reminders and automatic payment matching. Sent by email or A-Post to the member or family.

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Annual Fees for All Members in One Run

For most clubs, the annual fee is the biggest budget item, and collecting it costs the treasurer the same evenings every year: Excel list, mail merge, payment slips, then manually ticking off who has paid. The batch invoice turns this into a single run. You select the members, choose the fee template and set the invoice date and sending time. Each member gets their own invoice with its own Swiss QR code and reference number, 300 of them in just a few seconds.

Different fees for active members, passive members, juniors or honorary members are handled with one run per group. Families can get one joint invoice instead of four separate ones if you want. Sending happens in the same step by email or A-Post. Because every invoice has its own reference number, the bank import in club accounting automatically matches incoming payments afterwards, and anyone who has not paid after the deadline gets a reminder without you doing anything.

All invoice types for everyday club life

Every invoice gets a Swiss QR code, reminders run automatically, and every payment is posted in the club accounting.

Batch Invoices for the Annual Fee

The annual fee for everyone at once: select members, choose the fee template, set the sending time. Each member gets their own invoice with its own QR code, with families bundled if you want. 300 fees in just a few seconds.

Subscription invoices for membership fees

Annual or quarterly fee as a subscription with an interval, per member from the date they join. The platform automatically creates the invoice from the template for each period.

Individual invoices

For individual cases: an invoice with multiple items such as equipment or club camp, VAT per line and Swiss QR code automatically included. Created directly from the member profile.

Event invoices

Participation in events is invoiced automatically, with price variants per category. No Excel rework after the event.

Course invoices

Course fees are created directly from the course registration: everyone taking part gets the invoice, automatically per course or course series.

Sponsoring invoices

Invoices for sponsors are created automatically from sponsoring packages, including delivery to the company by email or post.

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Club invoices at a glance

All invoices at a glance: filter by payment status (open, paid, reminder), recipient, amount or due date. Each row shows the current status and whether the invoice has already been sent to the member by e-mail or A-Post. The treasurer sees at a glance where the club's money is tied up.

Enter items

Each invoice consists of individual items with their own text and amount, optionally with VAT and revenue account per line. Items can be duplicated, rearranged, and sorted by amount. The total amount is calculated automatically. This way, one invoice can also cover stock, equipment, and fees in a single document.

Swiss QR invoice generated automatically

Every invoice automatically gets a Swiss QR code with IBAN, amount, reference number and recipient details. The member scans it with their banking app or at a Post kiosk. QR-IBAN with ESR reference is also supported.

Automatic reminders without chasing

Automatic reminder flow per invoice. After the payment deadline passes, the platform sends the first reminder, then the second, with your own text and subject. Especially useful for annual fees or course fees. Pauses as soon as a payment is received.

Payment status and automatic reconciliation

Payment status per invoice: open, paid, partially paid, or overpaid. Payments from the club account are automatically posted to the right member based on the QR reference. Every status change is logged with timestamp and trigger for treasurers and auditors.

Send by email or A Mail

Send by email with PDF attachment or by A Mail via the integrated postal service. One click decides per invoice or per recipient which channel fits. Email for active members, A Mail for patrons without an email address.

VAT per line item

VAT can be selected individually per line item. Many club services are VAT-exempt, but some activities (catering, shop) are not. The correct VAT breakdown appears automatically on the invoice.

Templates for contributions and course fees

Invoice templates for recurring membership fees and charges. Set up once (annual fee active members, youth fee, beginner course fee), select as a base per member, and only adjust individual exceptions.

Frequently Asked Questions

How do I invoice all members for the annual fee?▾

How do subscription invoices for membership fees work?▾

Do you offer a portal for recurring payments?▾

Are reminders sent automatically?▾

How many line items can an invoice have?▾

Can I record credit notes or refunds?▾

Membership fees that collect themselves

One-off, subscription, and collective invoices with Swiss QR, automatic reminders, and automatic payment reconciliation. Directly for the members and families in the system.

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