[Solved] How can I use Clubtreasurer to invoice customers, club sponsors and other income providers?

Clubtreasurer is designed as a cash-accounting system and does not include sub-ledger features like supplier or customer invoicing. However, the Membership Management system allows you to generate invoices and statements for members' subscriptions and other club-related purchases. You can also use this feature to invoice non-members, such as customers, club sponsors and other income providers.

Please note that 'non-member' records are included in your overall Member count. 

Invoicing Customer (or Sponsors, etc.) Using Membership Management

To invoice customers/sponsors through the system, follow these steps:

1. Set up cusomers/sponsors as 'Member' records – These can be either individuals or organisations. It's a good idea to assign them to separate 'Sections' to distinguish them from regular members.

   • Example: ACME Solicitors

2. Create 'Membership' records to represent items for sale or sponsorship packages – These records can accommodate various pricing structures, including one off items, annual renewals and fixed or custom pricing.

   • Example: Team Kits - £70 per item (One-Time)

   • Example: 1st Team Kit Sponsorship – £500 per annum (Annual Renewal)

3. 'Assign' Membership Items to customers/sponsors – Assign (or Mass Assign) the relevant Membership record to the customer/sponsor’s Member profile to represent an order and create a balance due and liability.

4. Generate and send invoices – Use the system’s invoicing tools to print or email invoices.

   • Navigate to: Membership > Member Invoices, Statements, and Billing Reports

5. Record payments received – Enter payments as Receipts against the member & membership records to track cash income and clear outstanding balances.

For more details, please refer to our Membership Management User Guide: https://clubtreasurer.com/blog/community/