Raise renewal invoices

The Renewals page lists members whose membership has ended or ends within a window you choose, with the fee each renewal will cost. Tick who to renew and raise all their invoices in one go. A renewal invoice is raised, not sent.

Before you start

• You need to be able to raise invoices. The Administrator, Head Coach, Casual Staff and Treasurer roles can by default.
• Renewal fees come from each membership type's yearly fee. Check them first in Admin › > Settings, Membership types tab.

Raise renewal invoices

1. Open Club › > Invoices › > Renewals.
2. Choose the window at the top right: Expiring in 14 days, 30, 60 or 90 days. It starts at your club's choice.
3. Read the list. For each member it shows their Membership, when it Expires (in red if it has passed), what it Renews to, the Fee, and under Renewal invoice any invoice already raised for this renewal, with its number and status.
4. Everyone without an invoice is ticked, except members whose invoice Auto renew and invoice is about to raise (their Renewal invoice column starts with Auto ·). Untick anyone not to renew now. The box in the heading ticks or clears everyone without an invoice, Auto members included.
5. Press Raise 12 invoices · $7,200.00 (the number and total follow what is ticked). Sports Club OS asks, for example, Raise 12 renewal invoices totalling $7,200.00?
6. Press OK. A message says, for example, 12 renewal invoices raised, and each member's row shows their new invoice.

Who is listed

• Members whose status is Active, including those whose expiry has passed and who show as Expired. However long ago it passed, they stay on the list until they are renewed or their status changes.
• Not members who are Suspended, Lapsed or Cancelled, or who pay monthly (their invoices come each month), or whose type never expires.
• A member who already has a renewal invoice for this renewal cannot be ticked: a renewal is never invoiced twice, whoever raises it.

What the invoice is

• One invoice to each member, for their own renewal, with one line: the type's name, the words "membership renewal" and the dates it covers.
• The full yearly fee, for the whole next membership year, however late it is paid. For a type with a membership year, it covers the next year to the year's end date. If the old membership ran out a while ago, it covers the membership year that is running now, to its end. For a type that renews on the anniversary of joining, it adds a year to the old expiry date.
• It is issued, not emailed. It appears on the member's own pages, and can be printed or saved as a PDF.

When it is paid

Record the payment on the Invoices page as usual. Once the invoice is paid in full, the member's expiry moves to the date under Renews to, their status is set to Active, and any leaving reason is cleared. Nothing else is needed.

Members on Auto renew and invoice

Those whose invoice Sports Club OS is about to raise are left unticked. Renewal invoice says who is on Auto and when: Auto · 30 Nov 2026, Auto · within the hour, Auto · earlier unpaid (an earlier renewal invoice is unpaid, so the next is not raised automatically), or Auto · left to you (it ran out more than 90 days ago). Raising one here first is fine. See Auto renew and invoice.

If something goes wrong

• "No memberships are due for renewal in that window." Choose a longer window.
• Fewer invoices were raised than you ticked. Someone else, or the automatic run, raised some of them a moment before. Their rows show the invoice already raised.