Invoice Management System for Associations
Associations need an invoice management system that also includes the management of their members, forms, membership portal and payments processing. Typical association management solutions do not offer a comprehensive solution but focus only on association management features rather than on invoice management. In this article we will explore what features an association management system needs and how all these features are included in InfoFlo Pay.
Basic organization functional control capabilities should include first and foremost in any group management system. This includes the ability to manage all kinds of memberships and to view all this information in a dashboard so as to give associations quick insights into various types of memberships. Another main feature is the ability to group membership by class so that every membership category can be quickly identified. It is also an enormous benefit to be able to click on any member and see all member information, invoices, statements and forms relating to each member. A bonus feature would include custom fields for the system to add membership ID, birthday, hobbies and so on. You should search for these fields.
As a result, associations need to now be able to create intake forms to enable their members to fill in their information and sign any digital documents relating to their memberships. These forms should be placed on a website of associations or a link to a white-labeled portal where these digital documents can be signed. Once the association has signed it should receive an email notification and optionally accept the form. At the same time the member filling in the form should receive a notification to view it and download a PDF version with a link to the digital form. Finally, the ability of associations to send pre-populated digital forms contained in membership information is also crucial, so that members can quickly and easily fill in the form.
An association can manage members at this point and have them complete digital forms. The main feature left is the processing of payments. This is where features of the invoice management system should be fully integrated. An association should be able to send an auto subscription fees invoice for monthly, quarterly or annual fees so that a member can only pay once on a credit card so that membership fees will be quick and easy to collect. Moreover, another invoice system feature, normally not included in association management system, should also include the ability to save credit card profiles to allow members to easily pay any other non-subscription fee. All they have to do is select a credit card previously used to pay for the invoice.
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The last feature mentioned many times but not specifically explained in this article is the membership portal. All digital forms, payments, statements should be made available to the member via a white labeled, mobile friendly portal for members to access this information. Payments should be sent via a secure link and the secure invoice portal should automatically be loaded to enable the paying members to pay and then view all paid invoices. Similarly, all completed digital forms should be accessible to export to PDF. Finally, a statement should be generated automatically so that members can view their start and end balance.