Sports clubs, clubs, associations, event organisers and many other organisations all depend on members paying their invoices on time. Much of this is run on a voluntary basis, so the money paid in is not necessarily used to pay the management. The income is simply what makes it possible to organise competitions, meetings, gatherings, special tours and larger events for all the members.
The best things in life are free, but…
Lars Tungen, deputy chair of Kvam Historiske Forening, stresses how important it is for an association to have finances. Thinking that the best things in life are free will get you a long way, and by and large that is true, but in many cases money is also needed to carry out fun activities.
Our five best tips
There are many good reasons to run an association with sound financial management and finances that make it possible to organise activities the members appreciate. Rubic has helped many clubs and associations get their finances in order. In fact, Rune has helped make more than 100 clubs and associations more efficient, and more are joining all the time. Would you also like better control of the finances in your association or organisation? Start by reading our five very best tips on how to get your members to pay their invoices on time.
1. Keep contact details up to date
For a member to be able to pay an invoice, it is first and foremost essential that they actually receive it, which in turn means you need the correct contact details for the member. This may sound simple, but in reality it is often a major challenge.
With Rubic, you can easily keep track of all your members' contact details. This is largely because a member's information is seamlessly updated everywhere once it has been updated in one place. It is also easy for members to see what information is registered about them, which also makes it easy for them to spot mistakes.
2. Send payment information electronically
As well as having the member's contact details in place, in the vast majority of cases it pays to send payment information electronically. Even if the contact details are correct and an invoice sent by post reaches the right person, that does not necessarily mean it will not be forgotten. It is much easier to forget to pay a paper invoice than to forget to pay an invoice you can clearly see is registered as unpaid when you log in to the membership system.
This is a feature you get with Rubic's digital membership system. Today, it is possible to send an SMS or an email with a link to the member's invoice. Members will also see one or more outstanding payments registered to them and other family members every time they log in to their page. New this year is also the option to send your invoice as an eFaktura. This is a payment solution that is easy to use for both sender and recipient, and it also ensures that the invoice is visible in the customer's online bank.
3. Ensure a good flow of communication
It is important to keep in touch with your members so that they see the value of their membership. You do this by making sure there is a good flow of communication from the management and administration. Send emails or text messages to all your members, or create dedicated landing pages for your next event, so that members feel up to date and informed.
You can do this easily with several of our modules, including Rubic Medlem and Rubic Påmelding. Would you like to read more about our modules? Here you will find lots of useful information about what the different modules include and how you can use them to communicate with your members.
4. Make it easy for your members
Very few people deliberately avoid paying an invoice. Usually, it has simply been forgotten. By making it easy for your members to see whether or not they have paid their invoice, you can be fairly sure that more of them will make sure to pay. With Rubic, it is really easy to keep track of the whole family's outstanding and paid invoices.
5. Use Rubic Kompis
That said, there is no hiding the fact that associations with 1,000, 2,000 or 10,000 members do not necessarily have the capacity to maintain the flow of communication with their members. It can also be difficult to keep a complete overview of all outstanding payments once the membership passes a certain level.
So outsource the administration to us at Rubic through our Rubic Kompis service. We help you run your association and make sure the money keeps rolling into your account.