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

Swiss 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 reconciliations.

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

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

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, formal reminders 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 an association with 150–200 members. On top of that: the paper QR-bill offers the member only one payment route – transfer via online banking. Anyone who prefers TWINT or credit card must type in the amount manually. This creates friction and delays payment.

A payment link (also called a Paylink) solves this problem. A Paylink refers to 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 reconciling bank statements.

2. Four Methods Compared: From the Payment Slip to Digital Contributions

Depending on association size, budget, and technical know-how, different approaches can be considered. The following table compares the four most common methods for fee collection 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: EUR 120”. They send 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 such as Payrexx, the payment link can be customized: member name, reference number, amount. This allows the treasurer to immediately identify which member has paid. Most providers also allow creating a generic 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 rounds of reminders. After: email with Paylink to all 200 members on September 1. After 48 hours, 140 members have paid (70 %). After one week and an automatic reminder, 185 payments are completed (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 clubs – benefit from recurring payments. The member authorizes a charge once; after that, the monthly fee is debited automatically.

Technically, this works via credit card tokenization: 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 bill appears directly in the member’s online banking and is automatically paid if desired.

For the association, 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 association wants (or can) switch entirely to digital payment links. Some members – especially older ones – prefer the traditional route via a 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 online banking.

Some association software providers such as 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 via mobile, rather than taking the detour through online banking. 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 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 an association with 200 members and an annual fee of EUR 120 per person.

Conclusion of the calculation: The payment link saves postage and massive working time, but incurs transaction fees. For associations where the treasurer works on a voluntary basis and their time is valuable, the switch is almost always worthwhile starting from around 50 members. For associations with fewer than 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 indicative values – check 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 – that is normal. For these members, continue to send a QR-bill by post. Check whether your association has an IBAN association account (a requirement with any PSP). Clarify within the board which fee types should be digitized: annual fee, seasonal fee, course fees.

7.2 Open a PSP Account

Open Una cuenta 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: association articles of association, 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 EUR 120, youth EUR 60), create a separate link for each category. Send the links via email – ideally with short instructions: “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 paid yet (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

• Association 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 board member and test payment completed

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

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

• Reminder email after 7 days and overdue notice after 14 days prepared

• Export function tested in PSP (CSV for accounting)

• Board informed and change 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 associations with monthly fees, Payrexx supports recurring payments. The free plan has no monthly fixed costs; recognized non-profit organizations receive a 50 % discount on paid subscriptions.