Importing invoice batches into ClubCollect via membership administration integration?

In this explanation, you will find a step-by-step guide on importing invoices.

In case you are using ClubCollect for the first time, please check whether your logo is visible in the top right corner of ClubCollect.

Step 1 - 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.

When invoicing from your membership administration software, it is important that you select the preferred profile as your standard profile. The standard profile in ClubCollect will automatically be used for invoicing in your membership administration software..

Step 2 - Preparing the import in the membership administration software

Once step 1 has been completed, you can prepare the invoicing in your membership administration software.

Step 3 - Sending the invoices

After a successful import has been done from your membership administration software, it will show up in the list of invoice batches in the”Batches” screen.

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

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 4 - 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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