Collect membership fees digitally: How Swiss associations modernise fee collection

Swiss associations can collect membership fees digitally today by sending a payment link (Paylink) via email instead of paper invoices. The member clicks the link, chooses their preferred payment method – TWINT, credit card, PostFinance, or QR-bill – and pays in just a few seconds. The treasurer sees the payment immediately in the Dashboard and saves weeks of follow-ups, reminders, and bank reconciliation.

This guide compares four methods of collecting fees – from the classic Excel list to association software with integrated payment – and shows you step-by-step how to implement the change in practice.

1. The Problem: Why the classic fee collection slows down associations

In most Swiss associations, the annual fee collection still follows the same pattern: the treasurer creates a member list in Excel, generates QR-bills, sends them by post or email as a PDF, and waits. After two weeks, half have paid. After four weeks, the treasurer writes payment reminders. After six weeks, final notices follow. In the end, 10–20% of members remain who only pay after being contacted personally.

The manual process costs the treasurer an estimated 15–25 hours per collection cycle for an association with 150–200 members. On top of that, the paper QR-bill offers the member only one payment method – transfer via e-banking. Anyone who prefers TWINT or credit card has to type the amount in manually. This creates friction and delays payment.

A payment link (also called Paylink) solves this problem. A Paylink is a URL that leads directly to a pre-filled payment page. The member only has to choose a payment method and confirm. The treasurer sees the incoming payment in real time without having to reconcile bank statements.

2. Four methods compared: From pay-in slip to digital fee

Depending on the association's size, budget, and technical know-how, different approaches come into question. The following table compares the four most common methods for collecting fees in Swiss associations.

Tip: The methods can be combined. Many associations send the Paylink via email and enclose a printed QR-bill for members without an email address.

3. Method A: Payment link via email – the fastest way

The payment link is the biggest lever for most associations. The treasurer creates a link with the pre-filled amount at the Payment Service Provider (PSP) – e.g. «Membership fee 2026: CHF 120». He sends this link via email to all members. The member clicks, lands on the payment page, selects TWINT, credit card, PostFinance Pay, or Apple Pay, and pays. Done.

With Swiss PSPs like Payrexx, Payrexx, or Payrexx, the payment link can be customised: member's name, reference number, amount. This allows the treasurer to immediately identify which member has paid. Most providers also allow you to create a collective link (same amount for everyone), which reduces the effort even further.

Practical example: Gymnastics club with 200 members

A gymnastics club switches to payment links. Before: QR-bills by post, 6 weeks collection time, three reminder rounds. After: Email with Paylink to all 200 members on September 1st. After 48 hours, 140 members have paid (70%). After one week and an automatic reminder, 185 payments are settled (92%). The remaining 15 members receive a final email with a deadline. Total duration: 12 days instead of 6 weeks. Effort for the treasurer: around 2 hours instead of 20.

4. Method B: Recurring payments for monthly models

Associations with monthly fees – such as fitness, martial arts, or dance associations – benefit from recurring payments. The member authorises a one-off charge, after which the monthly fee is automatically debited.

Technically, this works via credit card tokenisation: the member enters their card details once, the PSP saves a token (not the card number) and charges the token monthly. Alternatively, some providers offer eBill integrations, where the invoice appears directly in the member's e-banking and is automatically paid if requested.

For the association, this means: zero manual effort per month, predictable cash flow, and no outstanding payment lists. The treasurer only has to worry about cancellations and changes in fees. Providers like Payrexx, Stripe, or wallee support recurring payments in Switzerland.

5. Method C: QR-bill with online payment option

Not every association wants (or can) switch completely to digital payment links. Some members – especially older ones – prefer the classic way via QR-bill by post. The good news: both can be combined.

The QR-bill has been the standard pay-in slip in Switzerland since October 2022 and is defined by SIX (Swiss Payment Standards). The Swiss QR Code contains all payment information – recipient, IBAN, amount, reference. The member can scan and pay the QR-bill in e-banking.

Some association software providers like ClubDesk or Webling complement the QR-bill with a TWINT payment option: the member scans the same QR code with the TWINT app and pays directly on mobile, instead of going through e-banking. The fees for TWINT payments via QR Pay Plus are around 2.5% per transaction.

Alternatively, you can send the QR-bill by post and add a payment link in the accompanying letter: «Do you prefer TWINT or credit card? Pay here: [Link]». This way, you serve both target groups – analogue and digital – without double effort.

6. Cost overview: What digital fee collection costs

The following sample calculation shows the costs for an association with 200 members and an annual fee of CHF 120 per person.

Conclusion of the calculation: The payment link saves postage and a massive amount of working time, but generates transaction fees. For associations where the treasurer works on a voluntary basis and his time is valuable, switching is almost always worth it for around 50 members or more. For associations with under 30 members, the manual QR-bill is often completely sufficient.

Note on fees: TWINT transactions usually cost 1.3–1.5%, credit card payments approx. 1.65% + fixed fee. TWINT via RaiseNow/ClubDesk is around 2.5% (QR Pay Plus). The fees are guidelines – check the current conditions with the provider of your choice.

7. Step by step: How to switch fee collection

7.1 Preparation

Collect the email addresses of all members. In many associations, 5–10% of addresses are missing – this is normal. For these members, you continue to send a QR-bill by post. Check whether your association has an IBAN association account (a requirement for every PSP). Clarify with the board which types of fees should be digitalised: annual fee, seasonal fee, course fees.

7.2 Open PSP account

Open an account with a Swiss PSP that supports payment links. Providers like Payrexx, Payrexx, or Payrexx offer free or basic subscriptions without monthly fixed costs. The KYC check (Know Your Customer) takes from a few hours to a few working days, depending on the provider. You need: association statutes, board identification, and IBAN.

7.3 Create and send payment links

Create a payment link for the membership fee in the PSP Dashboard. With most providers, you can enter the amount, a description («Membership fee 2026»), and a reference. If you have individual amounts (e.g. adults CHF 120, youth CHF 60), create a separate link for each category. Send the links via email – ideally with a short instruction: «Click the link, choose your payment method, pay in seconds.»

7.4 Check incoming payments and follow up

In the PSP Dashboard, you can see in real time which payments have been received. After 5–7 days, send a friendly reminder to everyone who has not yet paid (most PSPs offer a filter function). After 14 days, a final reminder with a deadline follows. Finally, export the transaction list as a CSV and import it into your accounting program.

8. Checklist: Collecting membership fees digitally

• Email addresses of all members collected and updated

• Association account (IBAN) at a Swiss bank available

• PSP account opened and KYC check completed (plan 5–10 days)

• Payment link(s) created: amount, description, reference configured

• Test link sent to board member and test payment completed

• Email template for fee collection created (link, short instruction, deadline)

• Process defined for members without email (QR-bill by post)

• Reminder email prepared after 7 days and dunning email after 14 days

• Export function tested in the PSP (CSV for accounting)

• Board informed and the switch communicated at the next assembly

Payrexx offers an approach to fee collection where payment links (Paylinks), mini webshops, and QR Pay can be created from one account. Members pay via TWINT, credit card, PostFinance, or QR-bill – all via the same link.

For associations with monthly fees, Payrexx supports recurring payments. The free subscription has no monthly fixed costs; recognised non-profit organisations receive a 50% discount on paid subscriptions.