Fees calculated correctly, payments matched, the SEPA file ready for the bank. Fees under your fee rules, matched against the bank statement.
Before every collection the treasurer works out family rates, reductions and pro rata fees by hand, then hunts for transfers without a reference. The software does this under fixed rules, and the treasurer checks and approves the collection. Your members’ bank details stay under your control, on a dedicated server in Germany if you prefer.
AssociationsDues and direct debits Page 3 of 10
How your association gets fee collection in order
AI audit for your fee collection
We go through your fee rules, fee list and bank statements with your treasurer and show which steps the software takes over. €500, credited in full when you go ahead with implementation.
AI consulting for associationsSet up the collection
We record fee groups, family rates and reductions and set up payment matching and the SEPA file. Small software for associations from €500, with a discount for non-profit associations depending on the project.
AI software for associationsSupport until the next treasurer
We look after hosting and maintenance, enter new fees after the general meeting and show the new treasurer how it works.
AI agency for associationsFrom bank statement to a clean collection
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01
Load the bank statement
The treasurer uploads the statement from online banking. Among 214 payments there are three returned direct debits and a transfer with the reference “Fee Lena”.
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02
Match and recalculate
The software matches the payments, recognises Lena Brandt by her mother’s name and flags that one member moved to the adult section in July but still pays the youth fee.
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03
Approve and collect
The treasurer sees corrections, open items and the total, confirms and uploads the SEPA file to online banking. Reminders for the returned debits are ready to send.
What the software does for you
Calculate fees
Adults, youth, families, reductions and pro rata fees for members who join mid-year: the software applies your fee rules the same way every time.
Match payments
It matches the bank statement against the fee list, including transfers without a clear reference, and marks returned direct debits.
Remind and follow up
For unpaid fees it drafts friendly payment reminders. Open items stay visible until the treasurer has dealt with them.
Connected to your club software
campai already covers fees and membership records. We set them up with you and add what is missing, such as matching transfers that have no clear reference. Where there is an interface or an import route, we pass the data straight across.
Product names mentioned are trademarks of their respective owners. Mentioning them implies no partnership with the vendors and no endorsement by them.
Questions about fees and direct debits
Can we use AI with our members’ bank details?
Yes, with a data processing agreement under the GDPR that sets out where the data is stored and who can access it. IBANs and mandate details can stay entirely on a dedicated server. Your data is never used to train AI models.
Will the SEPA file work with our bank?
We check in advance which format your bank expects and test with a sample file. Before every collection you see mandates, individual amounts and the total. You trigger the collection yourself.
Does it work with campai or easyVerein?
Yes. Where your club software offers an interface or an import route, we pass checked fees straight to it. Otherwise the treasurer moves them across from a work list with one click.
What does fee collection software cost?
The initial call is free. Small software for associations starts at €500, and depending on the project we offer non-profit associations a discount. The AI audit costs €500 and is credited in full when you go ahead. Hosting and support are listed separately in the proposal.
How does fee collection work in your association?
In the free initial call, tell us how your treasurer calculates and matches fees today. We will show you which steps the software takes over, what it costs and how it works with your bank and your club software.