GestiClub

Tutorial 5 of 8

Invoicing subscriptions and collecting payments

For:
Treasurer (Accountant role) or administrator
Duration:
about 45 minutes
Prerequisites:
the tutorial "Bringing in your members"

0 steps of 6

The members are in GestiClub, each with their subscription: the treasurer can invoice the season. This tutorial sends the subscription invoices in one go, prints the one that goes by post, records a payment received at the cash box, imports the bank statement, follows the invoices still unpaid and posts everything to the accounts. At FC Les Tilleuls, Luc Perrin, the treasurer, takes care of it.

1

Sending the subscriptions

Open the Invoicing module. Nothing is invoiced yet: the Open invoices list is empty.

Invoicing before the first send
  1. Send subscriptionsinvoices all the subscriptions due in one go.
  2. Open invoicesthe invoices sent and not yet paid, here none.

Click Send subscriptions. Nothing is sent yet: GestiClub first prepares the Subscriptions preview, one row per invoice.

The subscriptions preview
  1. A grouped familyEmma and Noé Martin receive a single invoice, in the family's name: two junior subscriptions, minus Noé's sibling discount.
  2. An invoice by postMarie-Claude Dupuis receives her invoices by post. Her invoice includes the paper invoice fee: 50.00 of supporting subscription, plus 2.00.
  3. A new memberNicolas Gilliéron arrived on 1 September: he pays ten months of the active members' subscription, 233.33, plus the registration fee of 30.00.
  4. The eyeopens the invoice as a PDF, as it will go out.
  5. The totaleleven invoices, for 1'839.33.
  6. Sendnumbers the invoices and sends them.

The period follows the frequency of each subscription: a half-year for the juniors, the whole year for the others. Check the amounts, then click Send. The sending happens in the background: GestiClub tells you in the bell when it is finished.

The invoices sent and the notification
  1. Invoice sending completeten invoices sent by email, no failure, one to print.
  2. To sendMarie-Claude Dupuis's invoice, which is waiting to be printed.
  3. The invoices sentnumbered from 1000 to 1009, with the Sent status.

Each member receives an email from the club with their invoice as a PDF. Luc, for his part, receives a confirmation of the send with the checklist of the invoices. Here is Mathieu Chappuis's invoice:

An invoice with its QR payment part
  1. Number, date and due datethe due date falls 30 days after the invoice date, according to the club's settings.
  2. The lines and the totalthe year's subscription, 280.00.
  3. The QR codethe member scans it with their bank's app: the account, the amount and the reference fill themselves in.
  4. The QR referencespecific to this invoice. It is what will let GestiClub recognise the payment in the bank statement.

Further reading

2

Printing the paper invoice

3

Collecting a payment at the cash box

4

Importing the bank statement

5

Following the unpaid invoices

6

Posting invoicing to the accounts