How do I invoice membership fees?

FloMembers allows you to easily generate membership invoices for all members at once. The system automatically checks which membership roles a person has and writes invoices accordingly.

If you want a person to be included in the mass invoicing, you need to assign at least one member role (=role that belongs to Member roles category) to him/her.

Before starting the invoicing, please check under Register > Manage roles that the membership fee for each role is the correct amount. If membership fees have changed, edit the fees.

Bulk invoicing

Invoices are created under Invoices > Create invoice.

Main fields

1. Select the recipient. When you create an annual bulk invoice for membership fees, select "All members (according to their roles)" as the recipient.
2. Due date. Remember to set a due date for the invoice, otherwise you will not be able to send payment reminders.
3. Product rows. The system will automatically create the correct priced product on the invoice for each member according to their role. Do not add a product to the bulk invoice yourself unless you are billing for another product in addition to the membership fee.
4. Bank account. Remember to check that the correct account for membership fees is selected here.
5. Additional notes. You can enter additional information text on the invoices, such as contact details for questions and instructions for payment.

Once you have filled in the required fields, click Create invoice.

Sending invoices

1. You can view and print all invoices for your invoicing run. For example, the invoices to be printed are suitable for window shells of size E4 SSS I and E5 RH ST.
2. The "Send invoices" function sends any e-invoices from the invoicing run. At the same time, you can send invoices by email to those whose preferred method of invoicing is email. Before sending, you can edit the subject and content of the message.
3. If you mark a person as paid before sending, the invoice will not be sent to that recipient.
4. The "Print Invoices" function will print invoices for those recipients who do not have a working email address or who prefer a paper invoice.

During the email invoicing process, the system will determine if the invoice could be delivered to the receiving server. If the delivery fails, the invoice is moved to the "did not receive electronic invoice" category.

Approximately 60 email invoices are delivered to recipients per minute. Paper invoices should therefore only be printed at a later stage, when all incorrect e-mail addresses are known and can be taken into account when printing.

Tip: If you find invoicing difficult, you can try it first in the FloMembers demo version.

Printing and sending invoices retrospectively

You can also view, print and send invoices retrospectively under Invoices > Invoice log. In the list, you will see a button "Print invoices for those who wish to receive paper invoices or who did not receive an electronic invoice".

In the Invoice log, invoices can also be sent for machine printing and mailing by clicking the Send to printing house button.

Individual invoices

For an individual member, you can print a copy of their invoice from the Invoices tab of their member record. Similarly, a member logged into the system can view and print their own invoices.

Individual invoices can also be viewed under Invoices > Ledger.