Invoice Management Software for Associations

Associations require an invoice management software that also includes member management, digital forms, member portal and payment processing. Typical association management solutions don’t offer a complete solution, rather they only focus on association management features rather than also including invoice management features. In this article we’ll explore what features are required for an association management system and how InfoFlo Pay includes all of these features.

First and foremost for any association management system should include basic membership relational management features. This includes the ability to manage all different types of memberships as well as being able to view all of this information in a dashboard so that associations can quickly get an overview of the different type of memberships. Another critical feature is the ability to sort by membership so that each type of membership can easily be viewed.  Also being able to click on any member and view all membership information, invoices, statements and forms related to each member is a huge benefit. A bonus feature would include custom fields so that membership ID, birthday, hobbies ect can be added to the system. These fields should be searchable.

So now that you can manage the memberships, associations now need to be able to produce intake forms so that members can fill out their information and sign any digital documents related to their memberships. These forms should be able to be placed within an associations web site or include a link to a white labelled portal where these digital documents can be signed. Once signed, the association should receive an email notification and optionally allowing them to approve the form. At the same time, the member who filled out the form should receive a notification with a link to the digital form for them to view it and download a PDF version of it. Finally, another critical feature is the ability to allow associations to send pre-populated digital forms that already contain membership information so that it is quick and easy for the member to fill out the form.

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At this point, an association can manage members and have them fill out digital forms. The main feature left would be payment processing. This is where invoice management software features should be fully integrated. An association should be able to send out an invoice for monthly, quarterly or annual fees with auto subscription payments so that a member only needs to pay with the credit card once so that collecting membership fees is quick and easy. In addition, another invoice management software feature, typically not found in association management system, should also include the ability to save the member credit card profile so that any other non subscription fee, can be easily paid by the member. All they would need to do is select a previously used credit card to pay for the invoice.

The last feature that has been mentioned many times in this article, but not specifically explained is the membership portal. All digital forms, payments, statements should be accessible to the member through a white labelled portal that is also mobile friendly. Payments should be sent via a secure link and automatically load the secure portal with the invoice so that members can pay and later be able to view all paid invoices. Similarly, all digital forms filled out should be accessible with the option of exporting them to PDF. Finally, a statement should be auto-generated so that members can view their beginning and ending balances.

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As is stated at the beginning of the article, all of the above features are included in InfoFlo Pay, a unique invoice management software that also includes association management features.