Collect membership fees digitally: How Swiss associations are modernising fee collection

Swiss clubs and associations can now collect membership fees digitally by sending a payment link (Paylink) via email instead of paper invoices. The member clicks the link, selects their preferred payment method – TWINT, credit card, PostFinance or QR-bill – and pays within 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 fee collection – from the classic Excel list to club management software with integrated payment – and shows you step by step how to implement the switch in practice.

1. The Problem: Why Traditional Fee Collection Holds Clubs Back

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

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

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

2. Comparison of Four Methods: From the Payment Slip to the Digital Fee

Depending on the size of the club, budget and technical know-how, different approaches can be considered. The following table compares the four most common methods for fee collection in Swiss clubs.

Tip: The methods can be combined. Many clubs send the Paylink by email and include 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 most effective lever for most clubs. The treasurer creates a link with the pre-filled amount with the payment service provider (PSP) – e.g. «Membership fee 2026: EUR 120». They send this link by 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, the payment link can be customised: member's name, reference number, amount. This allows the treasurer to identify immediately which member has paid. Most providers also allow creating 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 1 September. After 48 hours, 140 members have paid (70 %). After one week and an automated 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. Treasurer's workload: around 2 hours instead of 20.

4. Method B: Recurring Payments for Monthly Models

Clubs with monthly fees – such as fitness, martial arts or dance clubs – benefit from recurring payments. The member authorises a charge once, after which the monthly fee is debited automatically.

Technically, this works via credit card tokenisation: the member enters their card details once, the PSP saves a token (no 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 paid automatically if desired.

For the club, this means: zero manual effort per month, predictable cash flow, and no outstanding payments list. The treasurer only needs to deal with cancellations and fee adjustments. Providers such as Payrexx, Stripe or wallee support recurring payments in Switzerland.

5. Method C: QR-Bill with Online Payment Option

Not every club wants (or is able) to switch entirely to digital payment links. Some members – especially older ones – prefer the traditional route via QR-bill by post. The good news: both can be combined.

The QR-bill has been the standard payment 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 club software providers like ClubDesk or Webling supplement the QR-bill with a TWINT payment option: the member scans the same QR code with the TWINT app and pays directly via mobile instead of taking the detour 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 an additional payment link in the accompanying letter: «Do you prefer TWINT or credit card? Pay here: [Link]». This allows you to serve both target groups – analogue and digital – without duplicate effort.

6. Cost Overview: What Digital Fee Collection Costs

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

Conclusion of the calculation: The payment link saves postage and a massive amount of working time, but generates transaction fees. For clubs where the treasurer works on a voluntary basis and their time is valuable, switching is almost always worthwhile from around 50 members. For clubs with fewer than 30 members, the manual QR-bill is often completely sufficient.

Note on fees: TWINT transactions generally 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 guide values – check the current terms 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 clubs, 5–10 % of addresses are missing – that is normal. For these members, continue to send a QR-bill by post. Check whether your club has an IBAN club account (required by every PSP). Clarify in the board which fee types should be digitalised: annual fee, season fee, course fees.

7.2 Open a PSP Account

Open an account with a Swiss PSP that supports payment links. Providers such as Payrexx offer free plans without monthly fixed costs. The KYC check (Know Your Customer) takes from a few hours to several business days depending on the provider. You will need: club 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 different amounts (e.g. adults EUR 120, youth EUR 60), create a separate link for each category. Send the links by email – ideally with short instructions: «Click the link, select 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 system.

8. Checklist: Collecting Membership Fees Digitally

• Email addresses of all members collected and updated

• Club account (IBAN) at a Swiss bank available

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

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

• Test link sent to a board member and test payment carried out

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

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

• Reminder email after 7 days and follow-up notice after 14 days prepared

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

• Board informed and changeover communicated at the next general meeting

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

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