How to get an overview of who has paid membership dues
Most clubs have many members, a fixed membership fee, and a treasurer who does the job in their spare time. The problem is rarely getting the money in – it's knowing who has actually paid. Here's a simple method that works for sports clubs, bands, choirs and residents' associations (velforeninger), with or without a big club management system.
Start with one member list
Gather all members in one list before the season starts: name, email or phone number, and the amount if someone pays something other than the standard rate (family, junior, supporting member). If the club already has the list in Excel, Google Sheets or an old spreadsheet, it's enough to export it as a CSV. The important thing is that there's one list – not three versions held by three different board members.
Give each member their own reference
When members pay via Vipps or bank transfer, often only a name shows up – and not always the member's own name. Parents pay for children, and spouses pay for each other. So give each member a short reference, for example K2026-014, and ask them to write it in the message field. Then you can match the payment to the right person in seconds.
Check off payments as they come in
Go through the payments from the Vipps report or online banking once a week during the collection period, and check off each member who has paid, along with the date. It only takes a few minutes once the references are in place. The result is a list that always answers three questions: who has paid, who is missing, and who has passed the deadline.
Only chase the ones who are missing
With an up-to-date list, you don't have to send reminders to everyone. Send a friendly message to those who haven't paid, with the amount, Vipps number and reference included again. Most people have simply forgotten.
Bring the export to the annual meeting
Export the list as a CSV once the season is over. It shows who has paid, the amount and the date, and can be attached to the accounts. It's also the best thing you can hand over to the next treasurer when the role is passed on.
Frequently asked questions
Does the club need its own club management system to keep track of membership dues?
No. Big club systems do a lot more than membership dues, and cost accordingly. For a small club, a tidy member list with references and checkmarks is often enough.
What do I do when someone pays without a reference?
Look at the name, amount, and date, and ask the member if you're unsure. Check them off and note who paid, so you avoid the same question next year.
How often should I check the payments?
Once a week is enough during the collection period, plus one final check right after the payment deadline before you send out reminders.
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