Member invoices for membership fees (multi invoices)

Tutorial: Invoicing membership fees, subscriptions or other recurring contributions is extremely convenient with this function. Invoices for the entire association are created from a document template with a few clicks.


  1. Preparation of contacts
  2. Add memberships to the inventory
  3. Create invoice template
  4. Copy template
  5. Select recipients
  6. Ready to create
  7. Done, all invoices are created
  8. Send invoices by email
  9. Send via SMTP server
  10. Send invoices as letter
Screenshot of the dialog window for selecting the recipients for multiple invoices

1. Preparation of contacts

It is recommended to sort the members into categories according to the type of membership. This means that the contacts will be sorted into their own subgroups. This simplifies the selection of contacts in the selection window. It is also possible to filter by custom fields.

Go to Excel-Import Tutorial 

Screenshot: Member overview with categories

2. Include memberships in the inventory

For meaningful reports, it is useful to list the membership types as items in the inventory. This way CashCtrl creates detailed reports on the revenue and number of different memberships.

Screenshot: Overview of membership types CashCtrl

3. Create invoice template

First, an invoice template is entered as a draft. Then it is copied for a number of persons/addresses. Only one invoice type can be entered in the step, e.g. only one member type. For other members, the step must be performed again.

Create the invoice with any address and add a membership as a position. Save the invoice.

Recurring invoices
To avoid having to create the invoices again next year, you can simply create a recurring invoice.

Go to the Recurrences Tutorial

Screenshot: Invoice creation dialog in CashCtrl

4.Copy template

Select the invoice and click Copy at the top. In the Edit dialog, instead of one person, select several (just above the field). This opens the contact overview with all addresses.

Screenshot: Customer invoice

5. Select recipients

There are several ways to select the recipients:

  • Click single addresses with Ctrl / Cmd key pressed
  • Filtered view by columns / custom fields and select all with Ctrl / Cmd + A (maximum 100 entries possible, unlimited with Enterprise).
  • Select whole category: this will select all addresses contained in it (unlimited number possible)

After confirming the selection, the list of recipients will be displayed.

Screenshot: Filtered view addresses and contacts

Selecting more than 100 addresses from a filtered view (Enterprise).

If more than 100 addresses are to be selected, they can be marked with the drop-down menu # at the bottom right. This will show the whole list, without pages, and the addresses will be marked for selection right away.

Screenshot: Show more than 100 contacts per page

Additional addresses can be added as desired. When the list is complete, confirm with Select.

Screenshot: List of selected contacts

6. Ready to create

Now, instead of a single person, the number of all persons is listed in the Customer field. Now last changes can be made and then confirm with Save. Now all documents are created.

Screenshot: Large number of customers and clients selected

7. Done, all invoices are created

Depending on how many invoices are created, it may take a few seconds for CashCtrl to complete the process.

Screenshot: Newly created invoices in the overview

Send invoices by email

8. Select invoices in overview

Select all invoices to be sent in the overview. Then confirm sending xx documents by mail via More.


Screenshot: Send multiple invoices by email

9. Enter text or select template

Either enter your own text or select a template directly. For a personal text it is recommended to use text templates with placeholders.

Go to Text Templates Tutorial

After the preview window confirm the sending. Done.

Screenshot: Email sending dialog CashCtrl

10. Sending via SMTP Server

Emails can also be sent via own SMTP server. The function is still in beta status (2023) and will be further developed in the future. Sending emails via your own mail server increases the delivery rate and reduces the probability that emails end up in the spam folder.

How to set up the SMTP server


Screenshot: SMTP Configuration in CashCtrl

Send invoices as a letter

11. Select invoices and download as PDF

Invoices can also be downloaded and sent as a letter. To do this, you do not need to download all documents as individual PDFs, but instead download them together in one file.

Filter all documents, select them and download xx documents as PDF via More. Then print them. Done.

Screenshot: Download multiple invoices as one PDF.