Set up invoices, renewals and auto renew

Each year, each member with a membership that ends needs a renewal invoice. Sports Club OS raises them in one of two ways: the office raises them in a batch on the Renewals page, or, for members switched to Auto renew and invoice, the hourly run raises each one by itself. Either way the invoice is the same, is raised once only, and is not sent: the club gets it to the member as it does today.

Before you start

• You need to be able to change the club's settings. The Administrator can by default. Raising renewal invoices, and switching members to Auto renew and invoice, needs the permission to raise invoices as well; the Administrator, the Head Coach and Casual Staff have it by default.
• Set up the membership types and their year-end dates first: Set up membership types and fees.
• Decide, with the committee:
  • Whether the office will raise renewals in a batch, or members will be on Auto renew and invoice, or a mix. Most clubs start with the batch, which lets the office look over the list first.
  • How long before a membership ends its renewal invoice should be raised. 30 days suits most clubs.
  • Whether any membership type may be paid monthly.

Set how renewals are raised

1. Open Admin › > Settings. On the Club tab, under Invoices & renewals:
   • Show renewals this many days ahead (30 to start with): how far ahead the Renewals page looks for memberships ending. The page can look further on the day.
   • Raise Auto members' renewal invoices this many days before expiry (30 to start with, 1 to 120): for members on Auto renew and invoice.
   • New members start on Auto renew and invoice (unticked to start with): tick it to switch on every member added with a membership type, and every member elected from an application, as they are added. Members already on the list, and members brought in from a spreadsheet, are not changed.
2. Check Payment terms (days) on the same card: a renewal invoice is due that many days after it is raised.
3. Press Save settings.

Switch members to Auto renew and invoice

Auto renew is switched on or off for each person, not for a membership type:

• On a member's page, under How they pay. See Auto renew and invoice.
• For several at once, on the Members list: tick them, then choose Auto renew: on or Auto renew: off from Set auto renew… on the bar that appears.

Anyone paying monthly is automatic already. A membership that does not expire, a contact, and someone who is not Active cannot be switched on. A membership that ran out more than 90 days ago is not raised automatically either; it is left to the office on the Renewals page. The rules, and what the member page says at each point, are in Auto renew and invoice.

Raise renewals in a batch

When renewals are due, open Club › > Invoices › > Renewals, check the list, and press Raise 12 invoices (the button says how many, and the total), then confirm. Members on Auto renew and invoice are marked Auto and are not ticked, because theirs are raised by themselves. See Raise renewal invoices.

A renewal covers the whole next membership year at the full fee, however late it is paid. Paying it moves the member's expiry to the end of the year it covers.

Paying monthly

To let members pay by the month, tick Can be paid monthly on their membership type. The office then chooses it for a member on their page, and the head of a household can choose it on their own member pages. Each month's invoice is raised by itself, 7 days before the month, and is due on the 1st. See Paying yearly or monthly: how it works.

Reminders about unpaid invoices

The Invoice reminders tab of Settings sets when reminders would fall and what they would say, up to six. Sports Club OS does not send them yet: keep following up unpaid invoices as the club does today. See The reminder schedule (reminders are not sent yet).

Check it worked

• On Club › > Invoices › > Renewals, the list holds the members whose memberships end within the window, each with the date it renews to and the fee.
• On a member on Auto renew and invoice, How they pay says when their next invoice will be raised.

Next

Set up email categories and how members choose them.