Collect fees without evenings of arithmetic. Membership fees and direct debits for clubs in one place.
Once a year, in some clubs every quarter, the treasurer sits at the kitchen table with the bank statement and the fee list, working out who has paid, who is new and who pays the family rate. Software can do that arithmetic.
Why collecting fees takes so many evenings
In many clubs the fee list is a spreadsheet that has grown over the years.
There are adults, juniors, families, reduced rates and honorary members, plus section or course fees. Anyone joining during the year pays pro rata, and anyone leaving has to come off the list in time. Before every collection the treasurer recalculates all of this by hand.
After the collection come returned debits and transfers with references like "Fee Lena" or none at all. When someone new takes over as treasurer after the general meeting, they inherit a file full of special rules nobody wrote down. Software records those rules and applies them the same way every time.
What changes for the treasurer
Today
Calculating before every collection
The treasurer works out reductions and family rates from scratch every time.
Statement next to the list
Every payment is found by hand and ticked off.
Reminders take courage
The treasurer writes to members who owe money one by one, often with some unease.
After
Collection prepared
The software shows the total before the export, and the treasurer approves the collection.
Payments match themselves
The software matches clear ones by reference and amount, and for unclear ones AI suggests a member.
Friendly reminders
Members who genuinely still owe get a reminder in your own wording.
What the software can take on
Match payments
The software reconciles the bank export by reference and amount. If parents pay for their child or the reference is missing, AI suggests possible members, and the treasurer confirms.
Create the direct debit file
The software calculates fee groups, reductions and pro-rata fees according to your fee rules. We check mandate data and SEPA format during setup.
Remind and follow up
Open items and returned debits stay visible until someone has dealt with them. The software prepares reminders, and they go out according to your rules.
How we work
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01
Review
We go through the fee list, fee rules and bank statements with your treasurer. Afterwards the special rules are written down.
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02
Choose a starting point
We name the scope and price range for the start, often payment matching, sometimes the direct debit file or the reminders.
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03
Build and support
We build the software, import your fee list and introduce it to the treasurer and committee.
Fees, members and registrations together
Fees depend directly on the membership list: anyone who joins, changes section or moves into a family membership pays a different amount from then on. That is why we connect the two, and the treasurer sees every change straight away. Course fees and entry fees from registrations can be collected the same way, and the treasurer has the figures for the financial report ready before the general meeting.
Membership managementRegistration systemAI software for associationsPrivate AI and data processing
Questions about club membership fees and direct debits
Will the direct debit file work with our bank?
We check with your bank which SEPA format it expects and test the process with a trial file. Before every submission you see the mandates, amounts and total. You trigger the collection yourself.
What about members who prefer to pay by bank transfer?
Transfers remain possible. The software matches clear payments automatically, and the treasurer checks unclear ones before they count as paid or a reminder goes out.
What does software for fees and direct debits cost?
That depends on the scope, for example how many fee groups and sections you have. Small software for associations starts at €500, and non-profits can get a discount depending on the project. After the free first call we give you a price range and, on request, check funding.
Where are our members' bank details stored?
Before we build, we agree storage, access, retention and what providers may do with the data, and we check whether a provider may use it for AI training.
Show us your fee list.
Describe how you collect fees and reconcile them with bank statements. In the first call, we assess which rules can be automated and what work remains with the treasurer.