Use the Mass Invoicing option to get everyone paid on time!

PoolDues v.7 Documentation

Use the Mass Invoicing option to get everyone paid on time!

  Treasurer FAQ  

When we import members to your website, we assign them a product to get invoiced for the next time they need to pay. So for example, if we setup your club in the Winter or Spring, most likely your members have not yet paid for the coming Summer, so we set an expiration to sometime in April of that year. 

By using the Mass Invoicing option, every member that expires in the current year will get an invoice to pay. When a member pays, their expiration is set forward to the next year, so they are excluded from being invoiced again the next round of Mass Invoices you send out. 

Members on Yearly Automatic Recurring plans will not get an invoice, as we assume they will re-bill automatically.

We recommend your Treasurer begin invoicing 4-8 weeks before your due date, so members have plenty of time (and reminders) to go online and pay.

For a club with an April 15th due date, invoicing could go something like this…

March 1 – First round of invoices (100% of members get one)

March 15 – Second round (80% of members get one)

April 1 – Third round (50% of members get one)

April 7 – Fourth round  (20% of members get one)

April 15 – Fifth round  (5% of members get one)

Using the Mass Invoice Module

Step 1. Go to Financial >Email Mass Invoices and choose who to send to

You can choose to email only Primary Purchasers or Primaries and their Sub-Accounts. Over time our system will eventually learn who typically pays in the family and make them the Primary.

Step 2. Choose to filter out members with late-year expirations

For most clubs these two options will invoice the same group. This really only matters if a club has members paying late in the Fall.

Step 3. Build your invoice email

You can add a custom Subject line, SHORT message above the invoice part of the email, and a final one or two line message below the invoice section.

Important notes: Members do not need to log in to pay. This is an invoice, not a newsletter. You do not need to hand-hold members at this point. They will click a link and go straight into the shopping cart to purchase. Don’t over-instruct.

Step 4. See who gets invoiced and Send, Test or Cancel

On this last step you will everyone that will get an invoice. If you spot a member that shouldn’t get an invoice, you can choose to exclude them from invoicing this year (see the where the arrow is pointing in the screenshot).

At the bottom of the page you can choose to proceed with sending, send a test email, or back out entirely.

💡 Did you just stumble onto this page? PoolDues is the only all-in-one software solution for volunteer-run Swim and Tennis Clubs or HOA's. Everything from website hosting, member billing, tennis court reservations, Board Member tools, communications, facility booking, concessions, guest passes, to social-event sales are available for a flat $1499 yearly fee. Your club also gets access to our suite of kiosk and member apps. Imagine giving your members more amenities, like reserving or cancelling courts quickly from our iOS or Android app, or checking in and seeing who else is at the club!

Trusted by your neighboring communities around the country...

Pool Dues LLC.  Made in Georgia 🍑   |   Email us