Importing invoice batches in ClubCollect via Excel

In this explanation, you will find a step-by-step guide on importing invoices, using our “example import spreadsheet

Step 1 - KYC Documentation

Before you start invoicing, it is important that the KYC documentation is provided to ClubCollect. The most important of which is the logo, as it is used on the invoices we send to your members. Once the logo has been uploaded and shows a green "OK" symbol, you know ClubCollect has fully processed the logo.

The remaining KYC documentation will need to be verified by ClubCollect before we can transfer payouts to your organisation. Until these have been verified, ClubCollect will hold these funds in an escrow account. Once all KYC documentation has been verified, these funds will be paid out to the organisation.

Step 2 - Profiles

In ClubCollect, you can choose which payment methods you offer and what kind of messages you wish to send, these settings can be adjusted under "Profiles". On the main "Profiles" screen, you will see your current profiles. Next to those, there are 2 buttons which allow you to either edit or duplicate that profile. By duplicating a profile, you get an exact copy that you can make changes to and save. This saves you time by not having to set up new profiles from scratch.

If you are using supported member administration software, you need to check whether the right profile is set up as your default profile before generating the invoices in the supported software.

Step 3 - Preparing the spreadsheet for an import

You can use our “example import spreadsheet”, which can be filled in with your data.

Start off by creating a spreadsheet file from your membership administration. Then, use our example to get the right column headers. These column headings are recognised by our system, this enables it to understand what that column is for (amounts/names/etc.). The order in which the columns are sorted is irrelevant, you can simply copy our header names and use them to replace the old headers in your file.

In our file, we included 2 sheets. These sheets can be used depending on what kind of data you have in your own file (one of our sheets has more seperate values, while the other combines several into one column).

Be careful: Parents like to keep information about their children as private as possible. You can help them by hiding detailed information that isn’t required for the invoice. Are you importing data containing names of minors? Please consider using initials instead of full names.

Step 4 - Importing the file into ClubCollect

To import files, you can go to the “Imports” screen in ClubCollect, where you click the “Create new import” button.

First of all name the import (this name also shows up in the invoices sent to members). Then, select the profile you wish to use for these invoices.

Lastly, copy the data from the spreadsheet and paste it in the empty field under “Paste your spreadsheet data here:”.

The next screen shows which values are recognised by our system and which ones still need to be filled in manually. Need to assign the proper value? You can select it from the drop-down menu.

Once done, you have imported the invoice batch. Our system will now create the invoices.

Step 5 - Sending the invoices

After a successful import has been done, it will show up in the list of invoice batches in the”Import Files” screen.

It will show a red cross if it has not yet been sent out to members.

On the right hand side, you will find several options, for example, “edit” and “send invoices”.

Before sending the invoices, we recommend checking several invoices in the batch for correctness. Once everything is ready, select “send invoices” to start invoicing the members in this batch. Before the invoices are sent, ClubCollect will show you the invoices and settings, which you can check before sending the invoices to members.

Step 6 - After sending the invoices

After having sent the invoices, it is possible that several members may have questions about their invoices. If they send you a message, you will find these under “Tickets”.

You can also always use our FAQs page for members and treasurers to find the information you need.

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