# Auto renew and invoice

> For a member on Auto renew and invoice, the renewal invoice is raised automatically, once, a set number of days before expiry. It is not sent.

Who this is for: Anyone with “See members and contacts” or “Add and change members” or “Raise invoices and record payments” or “Club settings” (by default: Administrator, Head Coach, Casual Staff, Reporting, Treasurer).
Last checked in release 2026.10.23, on 23 October 2026.
Source: https://sportsclubos.net/help/membership/auto-renew/

Auto renew and invoice saves the office raising a yearly member's renewal by hand. Switch it on for a member, and Sports Club OS raises their renewal invoice once their membership comes within a set number of days of its expiry: 30 days unless your club chooses otherwise. It is the same invoice the Renewals page would raise. It is raised, not sent, and nothing is charged.

## How it works

- **Per person.** Each yearly member is on it or not. Their renewal invoice is raised to them, as on the Renewals page.
- **When.** Sports Club OS checks every hour. The invoice is raised once the expiry is within the club's number of days. A member whose expiry has already passed is raised too, unless it passed more than 90 days ago: that one is left to the office, on the Renewals page.
- **Never twice.** If a renewal invoice has already been raised for that renewal, by hand or automatically, no other is. If two raise it at the same moment, only one invoice is made.
- **One renewal at a time.** If an earlier renewal invoice of theirs is still unpaid, the next is not raised automatically.
- **A voided automatic invoice is not raised again** for that renewal. The office can raise it by hand on the Renewals page.
- **When it is paid,** the member's expiry moves on, exactly as for any renewal, and the next one is raised automatically in its turn.
- **Only Active members.** A member who is Suspended, Lapsed or Cancelled, or whose type never expires, is not renewed and cannot be switched on.

## Monthly payers

Someone who pays monthly is automatic already: each month's invoice is raised without anyone pressing anything. Their switch shows on and greyed, saying **Monthly payments are raised automatically.**, and cannot be changed.

## Where it shows

- **On the member page,** under **How they pay**: the **Auto renew and invoice** tick box, and a line saying what will happen next, for example:
   - **Next invoice raised automatically on 31 May 2027, 30 days before the membership expires. The invoice is raised; it is not sent.**
   - **The renewal invoice is raised automatically within the hour, as the membership expires within 30 days.**
   - **Renewal invoice INV-01234 raised automatically on 1 Jun 2027 (issued). The next is raised automatically after it is paid.**
   - **Off: the renewal invoice is raised by hand on the Renewals page.**
   - Or why it will not be raised, for example **An earlier renewal invoice (INV-01100) is unpaid, so the next one is not raised automatically.**
- **On the Members list,** a circular-arrow icon to the left of the expiry date, an **Auto renew** section in the Filters panel (**Auto** and **Not auto**), and an **Auto renew** column in the downloaded spreadsheet.
- **On the Renewals page,** Auto members are marked **Auto**, left unticked, and say when theirs is raised.

![The How they pay card for Noah Kowalski: Yearly, his renewal date, and the ticked box "Auto renew and invoice" with the line "Next invoice raised automatically on 31 May 2027, 30 days before the membership expires. The invoice is raised; it is not sent."](https://sportsclubos.net/help/img/membership-auto-renew-800.webp)
*Shown in release 2026.10.29 · Member page · as an Administrator.*

## Switch it on or off

For one member: on their page, under **How they pay**, tick or untick **Auto renew and invoice**. A message says **Auto renew and invoice is on** (or off).

For several: tick them on the Members list, choose **Auto renew: on** or **Auto renew: off** in **Set auto renew…**, and press **Apply**. Members who pay monthly, or have nothing to renew, are left as they were, and the message says how many. See [Change several members at once](https://sportsclubos.net/help/members/change-several/index.md).

Switching it needs the permissions to add and change members and to raise invoices, because it raises invoices. The Administrator, Head Coach and Casual Staff roles have both by default. Without them, the member page says **Changing it needs "Add and change members" and "Raise invoices and record payments".** Members cannot choose it for themselves.

## The club's settings

In Admin > Settings, **Club** tab, under **Invoices & renewals**:

- **Raise Auto members' renewal invoices this many days before expiry**: from 1 to 120. It starts at 30.
- **New members start on Auto renew and invoice**: off to begin with. When ticked, a member added on the member list with a membership type, or elected from an application, starts on it. A member brought in from a spreadsheet does not.

Press **Save settings**. Changing these needs the permission to change the club's settings, which the Administrator has by default.

## What it does not do

> **Not built yet:** emailing the invoice or reminders, and charging a card. The invoice waits on the Invoices page and on the member's own pages until it is paid.