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Collecting membership fees in ClubBalans

Collecting membership fees does not have to take days. In ClubBalans you create the invoices of all members in one go, email them straight away and then see who still has to pay. This guide goes through the whole process, with a screen from ClubBalans and example data at every step.

Our example: Sportvereniging De Demo collects the annual fee of seven new members on 28 October 2026.

Someone holding invoices while working on a laptop

Step 1: open Collect membership fees and choose the members

In the main menu go to Members (Leden) and choose Collect membership fees (Contributie innen). You see all members who have no membership fee invoice yet for the financial year, with the amount they have to pay. That amount comes from their kind of membership.

The membership fee collection with the dates, the option to email the invoices and the members to invoice
The membership fee collection with the dates, the option to email the invoices and the members to invoice

Invoice date (Factuurdatum): the day the invoices are dated, today by default, here 28-10-2026.

Due date (Vervaldatum): pay by this day at the latest. ClubBalans adds the payment term from the settings to the invoice date, here 30 days: 27-11-2026.

Email invoices (Facturen mailen): ticked, every member gets the invoice as a PDF by email. Untick it if you prefer to deliver the invoices yourself.

Process (Verwerken): creates the invoices of the members that are ticked. This is the button of step 2.

Full (Volledig) or Pro rata (Naar rato): with full every member pays the whole annual fee. With pro rata a member only pays for the days of membership, useful for members who started halfway through the year.

Select all: all members are ticked by default. Untick a member you do not want to invoice now, for example someone who is about to cancel.

Above the list you also choose the period: Year, Half year, Quarter or Month. With the Membership fee (Contributie) button you filter on, for example, the Seniors only, so each group can get its own invoice date.

Step 2: process the invoices

Click Process and confirm. At the bottom of the screen you see the total: in our example seven invoices adding up to € 1,065.00. The invoices are created, stored and emailed in the background, and a progress bar fills up on the page. You do not have to wait for a run with hundreds of members either: you can carry on working.

Every invoice gets its own invoice number and is booked in the bookkeeping straight away: the amount is a receivable from the debtors and revenue on the membership fee category. You do not have to do anything for that.

Step 3: check the invoices

Go to Invoices (Facturen) and choose Invoices under Send (Verzenden). The new invoices are at the top of the list, newest first.

The sent invoices with the new membership fee invoices at the top
The sent invoices with the new membership fee invoices at the top

Status: Outstanding (Openstaand) only shows the invoices that have not been paid yet, Paid (Betaald) only the paid ones. That keeps a long list manageable.

Invoice: every line is an invoice with its number, invoice date, name, due date, amount and what is still outstanding, here invoice 20260199 for Sara van der Linden. Click a line to open the invoice and view the PDF.

As soon as a member pays and you link the payment, the outstanding amount drops to zero and the list shows Paid. How that works is explained in the guide on processing bank statements.

Step 4: send reminders to late payers

Not everyone pays on time. Under Invoices and Reminders (Herinneringen, under Send) you find all invoices past their due date, including those of earlier financial years, with the oldest at the top.

The overdue invoices with the days overdue, the reminders sent and the outstanding amount per age group
The overdue invoices with the days overdue, the reminders sent and the outstanding amount per age group

Select: tick the invoices you want to send a reminder for, or choose the top line to select them all at once.

Days overdue (Dagen te laat): how long the due date has passed, here 756 days.

Reminders (Herinneringen): how many reminders have been sent and when the last one went out, here two, the last on 13-11-2024. That way you do not send too many by accident.

Outstanding by age: the outstanding amount divided by how long it is overdue: 1 to 30 days, 31 to 60, 61 to 90 and more than 90 days.

Below the list is the Send reminder (Herinnering versturen) button. ClubBalans then emails a reminder with the invoice as a PDF for every invoice you ticked and keeps count of the reminders. Members without an email address are skipped and reported.

Good to know

  • A new member who starts later in the year appears in the list again at the next collection. Anyone who already has an invoice is no longer in it.
  • If a member switches membership fee, the member gets a supplement on one invoice: they pay the difference.
  • If a member has credit, for example from the canteen, the fee can be paid with it when the club allows that.
  • Who may collect membership fees is decided per role. Read more about roles and permissions.
  • You find more about the possibilities under collecting membership fees.
Questions

Frequently asked questions

How many days do members have to pay?

By default 30 days. ClubBalans fills in the due date with the payment term from the settings, and you can still change it when you collect.

Can I collect the fees per quarter or per month?

Yes. Above the list you choose Year, Half year, Quarter or Month. A member then pays a part of the annual fee, and anyone who already has an invoice for that period is no longer in the list.

What if a member started halfway through the year?

Choose Pro rata. The member only pays for the days of membership. With Full everyone pays the whole annual fee of their kind of membership.

Can I still change a membership fee invoice?

No, an invoice is fixed as soon as it has been created, as it should be in bookkeeping. You correct a mistake with a credit note from the invoice, after which you collect the fee again.

What happens to members without an email address?

Their invoice is created but not emailed. You download the PDF on the invoice itself to print it or deliver it another way.

How do I know an invoice has been paid?

Process your bank statement and link the payment to the invoice: the invoice then shows as paid in the list. How that works is explained in the guide on processing bank statements.

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Setting up the member area

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The booking of the card payments: the sales on the canteen revenue and the cost of sales on the stock

Enter the card payments of the canteen as day sales, process the payout of the payment provider with its costs and check the result. With example data and a screenshot of every step.

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Processing bank statements

Processing a payment of a member: the suggestion, the invoice it pays and the amount still to distribute

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Booking an incoming invoice with the invoice from the inbox next to the form

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The day sales form with the date, the starting cash and the first transaction paid in cash, with a tip

Enter the sales of a day in one go, paid in cash, from credit or by card, with tips and a cash count. With example data and a screenshot of every step.

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Credit of members

The form to top up the credit of a member with cash, with the member, the cash register and the amount

Set up credit, top it up with cash, spend it at the bar and see what every member has left. With example data and a screenshot of every step.

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Keeping track of stock

The stock counts with the expected stock, the counted stock and the difference, and the stock in the books

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Closing the financial year

The annual accounts with the choice of financial year, the balance sheet and the buttons for the PDF and the Auditfile

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Scanning invoices

The booking screen filled in by Scan and recognize, with the supplier, invoice number, dates and category next to the invoice

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Scanning card payout reports

The payout found in the payout report, with the sales, the costs, the amount received and the bank transaction to process

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The new mailing form with the groups to choose from, each with its number of email addresses

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The overview of the loans with the debt that is left, the interest of this year and the next installment

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Setting up notifications

The notification centre with the bell and the number of unread notifications, and a list of notifications

Create a rule that notifies a role or user, test it, read your notifications at the bell and choose whether you get them in ClubBalans, by email or both. With example data and a screenshot of every step.

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Membership fees and invoices

Invoice the membership fees of all members at once, in full or pro rata. Invoices go out by email with a PDF, and you send reminders with one click.

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Member administration

Private and company members, kinds of membership and their history. Import your members from a spreadsheet and keep lists of birthdays and anniversaries.

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