Many club treasurers know the drill: mid-January the annual run starts, and suddenly lists live in Excel, PDFs sit in email folders, and open questions pile up before the general meeting (AGM). With a clear process you save hours — and go into the AGM with less stress.
1. Set membership types and amounts
Before you create invoices, know who pays how much:
- Active member, passive member, junior, family, honorary member …
- Fees per type and period (usually calendar year or club year)
- Special cases: new members mid-year, paused members
In Membear you set membership types once and assign them to members. That way the billing run automatically uses the right amounts.
2. Create annual invoices in one batch
Instead of writing individual invoices by hand, create one batch run for all members:
- Choose the period and membership types
- Generate invoices and spot-check a few
- Prepare delivery — by email or as a QR bill
Tip: Plan delivery so members receive the invoice at least four weeks before the due date. That leaves time for reminders without last-minute panic.
3. Send invoices — email and post
Not every member has email. A good mix:
- With email: Send the invoice from your association software, including a link to the member portal
- Without email: Swiss QR bill as PDF — correctly formatted for post or hand delivery
With TWINT and online payment via zahls.ch, many members pay on their own once they receive the invoice. That takes real pressure off you as treasurer.
4. Reconcile payments
Open fees are only harmless when you can see them at any time:
- Online payments are matched to invoices automatically
- Bank transfers you mark as paid — one click per deposit
- Open items at a glance, not across three different spreadsheets
That way you know exactly who has paid before the AGM — without manually merging lists.
5. Reminders — targeted, not blanket
Reminders are normal. What matters is timing:
- First reminder after the due date, friendly in tone
- Second reminder only to members who are genuinely overdue
- No round email to everyone — that annoys people who paid long ago
In Membear you filter open invoices and send reminders selectively.
6. Before the AGM: get clarity
Two weeks before the AGM you should have:
- Current overview: paid / open / overdue
- Treasury report or payment statistics for the board
- Attendance list for the minutes