“Issue invoices” for a group
Who, what, when, check and issue. Members’ individual amounts and discounts are applied by themselves, and the quantity can come from attendance — or charge straight from the event page with “Invoice those present”.
Invoices, payments and reminders
Training fee invoices, statement import and automatic reminders
Issue the training fee for every group in a few steps. Each invoice carries a payment reference, payments are matched to invoices from the bank statement, and reminders go out on your schedule.
In all packages (card payments: Gold or add-on)
At a glance
Invoices by e-mail and “Pay all”
The invoice arrives by e-mail with a PDF attached. With one “Pay all” order a parent settles every open invoice — for several children too.
Bank statements
Importing a camt.053 statement matches payments to invoices by reference, records partial payments and moves overpayments to credit.
Reminders and recurring invoices
Automatic payment reminders in stages — the schedule in one sentence and the answer to “Who gets a reminder next”. Monthly invoices with a compulsory check before they are issued, also by each member’s basket, SEPA direct debit step by step, and payment in instalments.
In detail
Invoices and payments: everything it does
Issuing and sending
- Sequential invoice numbers and a payment reference on every invoice, VAT by rate, discounts and quantities.
- Member basket: in the member record you set what the member pays — items with an agreed price, discount and quantity, also without SEPA. You issue invoices “by each member’s basket”: everyone gets an invoice with their own lines, and anyone with an empty basket is left out.
- Void with a reason and a credit note; proforma invoices with their own numbering.
- Sending by e-mail to both parents or by SMS with a short link; you see who opened the invoice.
- Recurring invoices (monthly, quarterly …) with the same lines for everyone or by each member’s basket, with a one-sentence summary such as “Every month on the 20th at 8.00 · next invoice for 16 payers”, and a notice to staff before each run that lists who will pay what.
- A change of an item’s price applies only to new documents; the price history is kept with the item.
Payments and debtors
- Partial payments, credit, prepayments and refunds.
- “Debtors”: how much is due now and since when, with one button per payer for the next step (Remind, Record payment, Instalment schedule …); “Remind” always asks first.
- Open items statement, age of the debt and a pause on reminders for an individual.
- Payment in instalments: one invoice, a payment schedule and a reminder only once an instalment is really late.
- Family batch and “Payment batches”: one order for several open invoices, each saying which invoices it covers.
SEPA direct debits
- Guided step by step: Creditor → Mandates → Baskets → SEPA payments → Export for the bank; the SEPA payment is prepared from the same member basket you invoice by.
- The collection date sets itself to the due date of the chosen instalments; Clubsman warns you if the bank would be debited earlier.
- Prepare instalments that have no invoice yet with one “Prepare invoices” button; the export is a SEPA XML file for the bank.
For the accountant
- Excel exports for your accountant and the book of issued invoices.
- Book of received invoices: enter or photograph a supplier’s invoice and keep the invoice and proof of payment with it; Excel export for your accountant.
- Invoices to companies in other EU countries and exports: choose the type of supply on the item, the invoice prints the right clause and the buyer’s VAT ID.
- Monthly ZIP package: invoice book, open items and the month’s statements; the period’s invoices also as PDFs in one ZIP package.
- Period lock — nobody can change a closed month any more.
- The Accountant role reads the book and takes the exports, but does not change invoices. At no extra cost.
Card payments (Gold package or add-on)
- Card, Apple Pay and Google Pay payments through the club’s own Stripe account — the money goes straight to the club.
What users say
Clubs’ experience
There are far fewer non-payers than in the past.
Read the full review
When we heard about you before last season and had a quick look at ŽKD Maribor at how the payment-slip system works, we at OK Maribor quickly got in touch with Spletni portal too. You responded quickly, showed us how the portal works, and we decided straight away to work with you. For now we only use the portal for sending payment slips for training fees, and we are delighted with the system. There are far fewer non-payers than in the past. Parents have accepted the system well, and in future we will certainly use your other services too. Thank you — and we certainly recommend that clubs not yet using this portal get in touch with Spletni portal as soon as possible. We are staying loyal to it.
This way the club saves time, office supplies and postage.
Read the full review
We have been using Spletni portal at the club for a year and a half. For now we use it mostly for issuing monthly invoices for training fees, as doing this through the portal has proved the friendliest way for everyone: for the club, which issues invoices simply and quickly by e-mail and then follows payments and sends reminders to non-payers; for parents, who can see their payments at any moment by logging in to the portal; and for the accounts office, which gets the data through the portal. This way the club saves time, office supplies and postage. With your login you can go to the portal anywhere, on any computer. We keep our whole membership database in Spletni portal, and we also send notices to members through the portal. Our members, or their parents, also send messages to the club through the portal. I must also praise the portal team, which is extremely responsive and open to suggestions, takes the specifics of each club into account, fulfils our wishes very quickly and helps us when we get stuck somewhere. Unfortunately, at our club the portal somehow hasn’t caught on with the coaches, who could submit all their reports through the portal so that we would have everything stored in one place. We will keep working on that at our club. Otherwise the portal is great and we recommend it.
The portal is extremely useful, but what convinced us most is that its creators are open to every new suggestion and idea, and they put them into practice incredibly quickly.
Read the full review
At first we used Spletni portal for its extremely well-organised accounting system (sending payment slips, checking payments …), and later we started using the portal for all the administration we need in the club (messaging club members, entering trainings, checking attendance at trainings). The portal is extremely useful, but what convinced us most is that its creators are open to every new suggestion and idea, and they put them into practice incredibly quickly. I would recommend the portal to every sports club, as its creators can adapt certain features of the portal to an individual club and its needs. We look forward to further cooperation and shared challenges!
Questions
Frequently asked questions
Can each member pay a different amount?
Yes. In the member record you add to the Basket what the member pays — articles with an agreed price, discount and quantity, for example the training fee with a family discount and equipment rental, also without SEPA direct debit. When issuing you choose “By each member’s basket”, once or automatically every month: everyone gets an invoice with their own lines, and anyone with an empty basket is left out and named in the notice before issue. A price change in the price list does not change the prices in the basket. Available in every plan.
Can our accountant work in Clubsman?
Yes, at no extra cost. The Accountant role reads the invoice book, payments and reports, takes the Excel exports, enters received invoices and locks periods, but does not change issued invoices. An accountant working for several clubs switches between them without signing in again.
Who pays the fee for card payments?
The club connects its own Stripe account and is the merchant itself: the money goes straight to the club’s account, and Stripe charges its fee to the club. By default Clubsman adds no fee of its own.
Related
Works together with
See how it works on a sample club
Try every feature in the trial environment with made-up data — as an administrator, coach, member or parent.