# What membership billing does

> Membership types and fees, the membership year, paying yearly or monthly, renewal invoices by hand or automatically, and what paying does to the expiry.

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

Membership billing is how members pay for their membership. Each membership type has a yearly fee, and may also be paid monthly. A yearly member is sent a renewal invoice once a year: the office raises them on the Renewals page, or Sports Club OS raises them automatically for members on Auto renew and invoice. A monthly member's household gets one invoice a month, raised automatically. When an invoice is paid, the member's expiry moves on by itself.

## Who uses it

- **The club office** raises renewal invoices, records payments, and changes how a member pays. The Administrator, Head Coach and Casual Staff roles can by default; the Treasurer can raise invoices and record payments too.
- **The Administrator** sets up membership types, fees and the membership year in Settings.
- **The head of a household** can choose yearly or monthly for each person in it, on their own **Home** page.

Your club can change who does what on Roles & permissions.

## Its pages

| Page | Where | What it is for |
|---|---|---|
| **Renewals** | Club > Invoices > Renewals | Members whose membership has ended or ends soon. Raise their renewal invoices in one go. |
| **How they pay** | A member's page, **Overview** tab | Yearly or monthly, **Change…**, **Auto renew and invoice**, and for a monthly member the **Monthly payments** timeline. |
| **Membership types** | Admin > Settings, **Membership types** tab | Each type's fees, when it renews, whether it can be paid monthly. |
| **Club** | Admin > Settings, **Club** tab | **Invoices & renewals** (how far ahead renewals show, Auto renew) and **Membership year** (part-year fees for new members). |
| **Home** | Me > Home, for a member | **How you pay your membership**, and the choice of yearly or monthly for the head of a household. |

## The words it uses

- **Membership year**: the year a fixed-year membership runs for, ending on the same day for everyone (for example 31 July). Some types renew on each member's joining anniversary instead, and some never expire.
- **Expiry**: the last day a membership is paid for. For a monthly member it is called **Access until**.
- **Expired**: shown for an Active member whose expiry has passed. See [Membership statuses, and what Expired means](https://sportsclubos.net/help/members/statuses/index.md).
- **Renewal invoice**: an invoice for the next membership year, which moves the expiry on when it is paid.
- **Auto renew and invoice**: the renewal invoice is raised automatically a set number of days before expiry.
- **Credit**: the unused part of what a member paid, kept for their household after a change of plan and taken off its next monthly invoices.

## What it does not do

Sports Club OS raises invoices; it does not send them or collect the money.

> **Not built yet:** emailing invoices or reminders, card payment and direct debit. Invoices are on the Invoices page and on the member's own pages; print one or save it as a PDF to send it. Payments are recorded by hand when they arrive. The full list is [What is not built yet](https://sportsclubos.net/help/reference/not-built/index.md).

- Nothing is emailed when a renewal invoice is raised, whether by hand or automatically.
- Nothing is emailed when a monthly payment is missed, and nothing happens to the member except that their access stops at the end of the last month paid, plus a few days.
- There is no quarterly payment.

## Articles

- How it works: [Paying yearly or monthly: how it works](https://sportsclubos.net/help/membership/yearly-or-monthly/index.md), [Auto renew and invoice](https://sportsclubos.net/help/membership/auto-renew/index.md), [Missed monthly payments: what happens and what does not](https://sportsclubos.net/help/membership/missed-months/index.md), [Membership types and the membership year](https://sportsclubos.net/help/membership/types-and-the-year/index.md).
- Tasks: [Raise renewal invoices](https://sportsclubos.net/help/membership/renewals/index.md), [Change how a member pays](https://sportsclubos.net/help/membership/change-how-they-pay/index.md).
- Questions: [The renewal is paid but the member still shows Expired](https://sportsclubos.net/help/membership/q-paid-still-expired/index.md).
- Setting up: [Set up membership types and fees](https://sportsclubos.net/help/setup/membership-types/index.md) and [Set up invoices, renewals and auto renew](https://sportsclubos.net/help/setup/invoices-and-renewals/index.md), in the order a new club does them.
- Related: [Membership statuses, and what Expired means](https://sportsclubos.net/help/members/statuses/index.md), [The reminder schedule (reminders are not sent yet)](https://sportsclubos.net/help/invoices/reminder-schedule/index.md).