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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.
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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.
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.
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.
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.
There are several ways to select the recipients:
After confirming the selection, the list of recipients will be displayed.
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.
Additional addresses can be added as desired. When the list is complete, confirm with Select.
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.
Depending on how many invoices are created, it may take a few seconds for CashCtrl to complete the process.
Select all invoices to be sent in the overview. Then confirm sending xx documents by mail via More.
Either enter your own text or select a template directly. For a personal text it is recommended to use text templates with placeholders.
After the preview window confirm the sending. Done.
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.
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.
