Is your association struggling with unpaid membership fees? Here is a practical guide to collection that works — without driving members away.
The membership fee is the lifeblood of most associations and sports clubs. Without it, activities grind to a halt. Yet many clubs have one thing in common: a long list of unpaid invoices and a treasurer who is reluctant to send reminders.
Good follow-up of membership fees isn't about being strict — it's about making it easy to pay. In this article we look at what works, what to avoid, and how you can increase your payment rate without spoiling the atmosphere in the club.
More than 500 organisations use Rubic, including for invoicing and collection.
Why don't members pay?
Before you draw up a collection strategy, it's a good idea to understand why people don't pay. It's rarely ill will. The most common reasons:
They forgot. The invoice got lost in their inbox, or they thought “I'll do it tomorrow” — and then a month went by.
The payment method is cumbersome. If the only option is to type a long KID number manually into online banking, many people drop off.
They don't know what they are paying for. When the invoice just says “membership fee” without any context, it doesn't feel like a priority.
They can't afford it. For some families the training fee is a real financial burden. They need a solution, not a reminder.
6 steps to a better payment rate
1. Offer several payment methods
The easier it is to pay, the faster it happens. The most effective payment methods for associations today:
- Vipps: Click, confirm, done. The lowest threshold.
- Debit/credit card: Direct payment via a link in the invoice.
- eFaktura / AvtaleGiro: For those who want it to happen automatically.
- OCR/KID: Traditional, but still widely used — especially among older members.
With Rubic you can offer all of these methods. The payment fees are 2.5% + NOK 2 for card, 2.5% + NOK 3 for Vipps and NOK 15 per payment for OCR/KID. See all prices.
2. Invoice at the right time
Timing matters a lot. Send the membership fee invoice:
- At the start of the season, when motivation is high
- Not in the middle of the holiday period
- With a reasonable payment deadline (14–21 days)
For training fees: Consider invoicing at the start of each half-year rather than all at once.
3. Communicate what the money goes towards
An invoice that just says “membership fee NOK 2,500” is an invitation to be ignored. Add a short text: “Membership fee for the spring season 2026 — covers training times, referee costs and equipment for the team.”
When members understand the value, they pay faster.
4. Automate reminders
Manual reminders are time-consuming and uncomfortable. A good invoicing system automatically sends:
- A reminder 3 days before the due date
- A first reminder 7 days after the due date
- A second reminder 14 days after the due date
The tone should be friendly but clear. It's the system sending the reminder — not the treasurer personally.
5. Offer an instalment plan
For families with several children in sport, the membership fee can become a big expense. Offer the option of splitting the payment into 2–4 instalments. It costs the club little, but it can make the difference between a family staying or leaving.
6. Have a clear policy — and communicate it
What happens if someone doesn't pay after repeated reminders? Decide this at board level and communicate it when people join:
- After X reminders: Access to activities is suspended
- After Y months: Membership is revoked
It sounds strict, but clarity is kinder than ambiguity. When everyone knows the rules, the treasurer is spared difficult conversations.
See how Rubic handles invoicing and payment →
OCR/KID: Underrated and cost-effective
Many focus only on Vipps and card, but OCR/KID payment is still very widespread — especially among families who pay via online banking.
The important thing to know: Rubic offers OCR/KID at NOK 15 per payment. Because the fee is fixed rather than a percentage of the amount, OCR/KID becomes more favourable compared with card the larger the amount is, for example for an annual membership fee.
How to get started
- Map your current payment rate — how many have paid, and how many haven't?
- Activate more payment methods (Vipps, card, eFaktura, OCR/KID)
- Set up automatic reminders
- Communicate clearly what the membership fee covers and what happens if it isn't paid
- Consider an instalment plan for families on a tight budget
Would you like to see how Rubic can simplify invoicing and collection in your association? Book a free demo