Prepare the collection. Check the exceptions. Membership fees and payments in one reviewable workflow.
Family rates, reduced fees, mid-year joiners and payments without a clear reference can keep the treasurer busy for evenings. We turn your fee rules into consistent calculations and make uncertain payments easy to review.
Why collecting fees takes more than a spreadsheet
Adult, junior, family and honorary memberships can each have different rates. Section fees and course charges add more rules. Joiners may pay part of the year; departures need to take effect on the right date.
After collection come returned payments and transfers labelled only with a child’s name. A new treasurer also needs to understand the rules inherited from the previous spreadsheet. A shared workflow records the rules, shows balances and keeps uncertain cases separate from confirmed payments.
What changes for the treasurer
Today
Recalculating each collection
Family rates, discounts and part-year fees are worked out again.
Matching statement lines manually
Transfers are searched for and checked one by one.
Chasing disputed balances
Reminders are written individually before every ambiguity is settled.
With a shared workflow
Amounts from approved rules
The treasurer checks members, mandates and totals before releasing an export.
Clear matches and reviewable suggestions
References and amounts identify straightforward transfers. AI can suggest a match for unclear text.
Reminders from checked balances
Disputed and unresolved payments are held for review before a reminder is sent.
What the software can prepare
Reconcile payments
Bank exports are matched by reference and amount. For a parent’s payment or missing reference, a proposed match is shown alongside the original. The treasurer confirms uncertain cases.
Prepare a collection file
Fee categories, discounts and partial-year rules calculate the amount. We test the format and mandate requirements supported by your bank or payment provider. Where applicable, this can be a SEPA export; the treasurer initiates collection.
Track returns and reminders
Returned payments keep their reason and status. Reminder drafts use checked open balances and follow your agreed approval and sending rules.
Start with the actual fee rules
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01
Review with the treasurer
We examine categories, statements, exceptions and when membership changes affect fees.
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02
Select the useful first step
This may be reconciliation, an export or reminders. We compare effort and benefit before combining them.
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03
Test before collecting
We check representative cases and totals against your current method. Imports, access and ongoing operation are agreed before use.
Membership changes should reach the treasurer once
Joining, changing sections or moving to a family membership can change the amount due. Connecting the register makes that change visible without retyping it.
Course and event charges may use the same workflow. We confirm the provider and reporting requirements rather than assuming one payment method works everywhere. Funding, if relevant, is checked for the specific location and project.
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Questions about fees and payments
Will the export work with our bank?
We verify the supported format, mandate information and submission process using a test file. You check the individual amounts and total before submitting it. A supported SEPA format is relevant only where you use that scheme.
Can members still pay by bank transfer?
Yes. Reliable references and amounts support automatic matching. Unclear transfers are reviewed before being marked paid or triggering reminders.
What affects the price?
Fee rules, sections, import quality and bank connections determine the scope. The first call is free; setup and running costs are quoted separately.
Who can see bank details?
Before implementation, we agree the storage location, access roles, retention and permitted provider use. This includes checking the contractual terms on using your data for model training. Hosting alone does not settle every data protection requirement. Financial access is restricted to the people responsible for payments.
Show us one difficult payment run.
Use anonymised examples to explain your categories and exceptions. We can identify where software would reduce the reconciliation work.