What lands on the treasurer’s desk
In most motor clubs, the treasurer’s biggest job is membership money. Dues come in once a year in a rush around the start of the club year, a few stragglers pay late, and the AGM wants to know where it all stands.
MemberCrew handles the membership side of that work: setting fees, raising invoices, recording payments and showing what is owed. It is not accounting software, and it does not connect to any accounting package. The club’s books stay wherever your club keeps them now.
Setting the year’s fees
Each membership type in MemberCrew has its own price. A club might set up types such as Full, Pensioner, Life and Honorary, or whatever its constitution provides for, and the price follows the member’s type when their renewal is raised.
Life and honorary members are deemed financial and do not renew, so they never receive a renewal invoice. Memberships and renewals can run for 1, 2 or 3 years. Renewals are tracked per club year, for example the 2026 to 2027 year, paid through 30 June.
In a club recognised for the Scheme, the types you offer have a legal edge. Whatever membership types the club offers, whether annual, multi-year or life, the Code expects the club to make sure any member who owns a conditionally registered vehicle is a financial member under its constitution (the Code, clause 2.1b). When the committee sets up a new type, it is worth checking the constitution says how that type counts. Our guide to who counts as a financial member goes into this.
Members who join after 31 December
A new member who joins after 31 December pays for one year, plus the joining fee, and is covered until 30 June of the following year. For example, a member who joins in February 2027 is covered until 30 June 2028. If your club prefers, it can use part-year (pro rata) pricing for the first period instead. The committee chooses which rule applies.
Invoices, from draft to paid
Invoices are raised from a member’s record, or as the dues invoice when a membership is approved, renewed or reinstated. Every invoice carries a status, so the treasurer can see at a glance where each one stands:
| Status | What it means |
|---|---|
| Draft | Prepared, not yet sent to the member |
| Sent | With the member, not yet paid |
| Part paid | Some money received, some still owing |
| Overdue | Past its due date and not fully paid |
| Paid | Settled in full |
| Void | Cancelled with a reason; kept on record but no longer owed. A paid invoice cannot be voided. |
Invoice lines are free-form, so an invoice can cover more than membership, such as a badge or a back issue of the magazine. If your club is registered for GST, a club setting shows GST on its invoices. Invoices can be printed for members who want a paper copy, or for the club’s own files. The invoices and payments feature covers each step.
How members pay
Today, members pay the club the way they do now: bank transfer, cash or cheque. The treasurer records each payment against the member’s invoice, with the method and a reference such as the bank reference or cheque number. Part payments are fine; the invoice moves to Part paid and shows what remains. A payment larger than the amount owing is refused, so an invoice cannot be overpaid by mistake.
Online renewal payments are coming soon. When they arrive, members will renew in the member portal, choose their years, and pay through Stripe straight into the club’s own Stripe account. The club will connect its own account, MemberCrew will take no cut by default, and the club will pay Stripe’s standard card fees directly to Stripe. Until then, nothing changes about where members’ money goes.
Who still owes
The committee overview shows renewals for the current club year, paid and outstanding, and the dues still to collect, along with invoices owing. Each figure is a live count from the club’s records, so it changes as soon as a payment is recorded.
For the treasurer, that turns “who hasn’t paid?” from a spreadsheet exercise into a list. The outstanding and overdue invoices report is aged, so you can see which debts are new and which have been sitting for months. Our renewal reminder letter gives wording for first notices, reminders and final notices.
When a late payment matters more
In a club recognised for the Conditional Registration Scheme, an unpaid renewal can affect whether a member may legally drive their vehicle. The Code defines a financial member as someone who pays membership fees, or is deemed financial under the club’s constitution, and a Scheme vehicle’s owner must stay financial at all times (the Code, clause 3.5).
A member who stops being financial must not drive their Scheme vehicle until they are financial again or it has standard registration (the Code, clause 3.11). After the financial year ends, the club reports those members to the Registrar of Motor Vehicles (clause 2.33).
So the treasurer’s records feed the registrar’s. When you record a payment in MemberCrew, the member’s financial status updates on the same record the registrar uses, and MemberCrew’s list of lapsed members still holding log books reflects it. A payment recorded late, or not at all, can put a paid-up member on that list by mistake.
Reports for the AGM
The AGM wants a clear picture: how many members, how many renewed, what came in and what is still owed. Three reports suit the treasurer most:
| Report | What it shows |
|---|---|
| Payments received | The payments the treasurer has recorded |
| Dues collected by membership type | Where the year’s membership income came from |
| Outstanding and overdue invoices (aged) | What is still owed and for how long |
Each report can be viewed on screen with filters, printed, or downloaded as a CSV file. They draw on the same live records as the committee overview, so the figures you present match what the committee has seen all year. The reports and exports feature lists the rest.
The activity log helps when questions come up. Every change is recorded with who did what and when, so if a member disputes a payment or an invoice was voided, an admin can show what happened.
Budgeting for MemberCrew
MemberCrew’s own cost is set once a year at the club’s renewal date, by the number of current members, so the treasurer knows the year’s cost when the budget is set. A club with up to 100 current members pays $150 a month, and pricing steps up by band from there. Paying yearly gives one month free. All prices are in Australian dollars and include GST, so the figure you budget is the figure you pay.
The pricing page has the full table of bands and explains who counts as a current member.