A free member register can work for a long time for a small club. But when membership fees, payment reminders and reconciliation start eating up your evenings, it pays to look at what the system actually needs to do.
For most clubs and associations, the membership fee is the most important regular income. That's why choosing a member register is about more than a list of names: it determines how easy it is to get the money in — and how much time the treasurer spends working out who has paid.
What a member register must be able to do for your finances
- Membership fees and training fees: create charges for the right members, with categories, families and any discounts.
- Payment the way members want to pay: Vipps, card and invoice with KID — ideally eFaktura too.
- Reconciliation: payments matched to the right member without anyone comparing bank statements with a spreadsheet.
- Reminders: payment reminders that go out automatically to those who haven't paid.
- Overview: who has paid, who owes, and what has been invoiced — today, not after the year-end closing.
- Reporting: figures for the board, the auditor and — for sports clubs — coordinated reporting to the sports organisation.
When a free register is enough
If you have few members, one membership fee and a treasurer with time to spare, a spreadsheet or a simple free register can work well. The most important thing is that someone is responsible and that the lists are kept up to date.
It's usually time to look at a different setup when
- the treasurer spends several evenings every season reconciling payments,
- payment reminders are sent manually by text message or email,
- you have several teams, sections or membership categories to keep track of,
- members ask for Vipps or card while you only offer bank transfer, or
- the board can't see how membership fees are coming in without asking the treasurer.
How to work out what it costs
The price of a member register is rarely just the licence. Include three things when you compare:
- Licence or subscription per month or year.
- Transaction fees on Vipps, card, invoice and KID — check what applies per payment.
- The time it takes to invoice, reconcile, chase payments and report. Volunteer hours are a cost too, even if nobody sends a bill for them.
A system that costs something but gets membership fees in faster and frees up the treasurer's time can work out cheaper overall than a free alternative. And vice versa: if you only use a small part of the features, it may not pay off.
How Rubic does it
In Rubic, the member register and payments are connected. You set up membership fees and charges for the right groups, and members pay with Vipps, card, eFaktura or invoice with KID. Payments are reconciled against the member, reminders go out automatically, and the board sees the status in real time. Membership fees and charges can also be invoiced in instalments, for example spring and autumn.
Card payments cost 2.5% + NOK 2 and Vipps 2.5% + NOK 3 per transaction, and OCR/KID costs NOK 15 per payment. The package prices and all fees are listed on the pricing page. For sports clubs, the register is connected to NIF.
Read more about payments, payment plans and Rubic Medlem.
Try before you decide
You can try Rubic free for 30 days, with no commitment during the trial period and your own adviser. If you'd rather see what it looks like with your own groups and membership fees, book a 30-minute walkthrough, or start the trial period.