What this part of MemberCrew does
MemberCrew gives the treasurer one place for every invoice and every payment made against it. Each invoice belongs to a member’s record, so the treasurer can see what a member owes, what they have paid and how they paid, without matching a bank statement against a spreadsheet.
Today, the treasurer records payments made by bank transfer, cash or cheque, including part payments. Online card payments into the club’s own Stripe account are coming soon.
Raising invoices
Invoices are raised from a member’s record, or as the dues invoice when a membership is approved, renewed or reinstated. Raising the dues invoice as part of that step means each membership has its paperwork from the start, and the list of money owed does not depend on someone remembering to send an invoice afterwards.
Invoices have free-form line items. That means an invoice can cover more than membership, such as a club charge the committee agrees on.
Invoices can be printed for members who would rather have a paper copy, or to include with a posted renewal notice. If the club is registered for GST, GST is shown on its invoices. That is a club setting.
Invoice statuses
Every invoice has a status, so the treasurer can see at a glance where it stands.
| Status | What it means |
|---|---|
| Draft | Created but not yet sent to the member |
| Sent | Sent to the member and waiting for payment |
| Part paid | Some of the amount has been paid |
| Overdue | Past its due date and not fully paid |
| Paid | Paid in full |
| Void | Cancelled with a reason, kept on record, no longer owed |
A voided invoice stays on record rather than disappearing. MemberCrew asks for a reason when an invoice is voided, and a paid invoice cannot be voided at all. If someone asks later what happened to an invoice, the history is in the activity log, including who voided it and when.
Recording payments
The treasurer records each payment against the member’s invoice, with how it was paid and a reference. Members pay by bank transfer, cash or cheque, the way most clubs already take money.
When a payment is recorded, the invoice updates. A full payment marks it Paid. A partial payment marks it Part paid, and the amount still owing stays visible. MemberCrew refuses a payment that is more than the amount owing, so a typing slip cannot leave an invoice overpaid.
| How the member paid | What the treasurer records |
|---|---|
| Bank transfer | The method and the bank reference |
| Cash at a meeting | The method and a reference, such as a receipt number |
| Cheque by post | The method and the cheque number |
Every recorded payment is noted in the activity log, with who recorded it and when. That gives the treasurer, and anyone reviewing the books before the AGM, a clear trail of how each payment came in.
Online payments: coming soon
Online renewal payments are on the way. When they arrive, members will renew online in the member portal, choose how many years to pay for, and pay through Stripe Checkout. The money will go straight into the club’s own Stripe account, and the payment will be recorded against the member’s invoice.
The club will connect its own Stripe account, so MemberCrew will never hold members’ money. MemberCrew will take no cut by default. Clubs will pay Stripe’s standard card fees to Stripe.
Until then, the treasurer records payments made by bank transfer, cash or cheque. For how the MemberCrew plan itself is priced, see pricing.
What the treasurer sees
The treasurer can see what is owed across the club, as well as invoice by invoice for each member. The committee overview shows renewals for the club year, paid and outstanding, with the dues still to collect and the number of invoices owing. Every figure is a live count from the club’s records, so it changes as payments are recorded.
The report library adds the money reports: outstanding and overdue invoices (aged), payments received, and dues collected by membership type. Each can be viewed on screen, printed or downloaded as a CSV file. Reports and exports covers the full list.
Roles decide who sees money. An editor, for example, sees no money or contact details. The roles and activity log page explains how access works, and the treasurer’s page covers the treasurer’s job more broadly.
How invoices connect to renewals
Invoices and renewals work together. When a membership is renewed, the dues invoice is raised for it. When the treasurer records payment of that invoice, the renewal shows as paid on the committee overview.
That link is what keeps the renewal figures accurate. The memberships and renewals page covers how membership types, statuses and club years work.
See it with your club in mind
A demo shows invoices, recorded payments and the treasurer’s view using the Demo Club’s sample data. Book a demo and bring your treasurer.