Tocpoc

Step by step · For the committee

Chase unpaid fees

The reminder itself takes two minutes. What comes before matters more : chasing a member who has already paid is the surest way to lose your credibility.

  1. Dashboard

    See how many members have not paid

    The band at the top counts the unpaid fees and takes you there in one click. That is the starting point : not going through a list, but following the pill.

    The Members card says the same in detail : paid, partial, unpaid. A partial payment is not arrears while the rest is still within the deadline ; it becomes arrears once the deadline has passed.

    A club’s dashboard : the « Something to handle » band with its pills, then the Members, Accounting and Largest items cards 1The unpaid fees
    Every pill is a link. That one opens the list of who still owes.
    • 1 The unpaid fees

  2. Membership · Reconciliation

    Reconcile the statement before you chase

    Do this first, always. A reminder that reaches someone who paid last week costs you more than the three unpaid fees you recover.

    Drop your bank’s statement in. Transfers carrying the structured reference are matched on their own ; the others are offered with the reason shown, and you decide in one click.

    The detail is here : import your bank data.

    The Reconciliation screen after dropping a statement : the band counting the lines read and the payments matched, then the payments to check 1What was read 2What is left to decide
    What matches on its own you never have to look at. The rest is short.
    • 1 What was read
    • 2 What is left to decide

  3. Members

    Check who still owes

    The fee-status filter isolates the unpaid ones. That is your list, and it is shorter than you feared after the reconciliation.

    Go through it once before sending anything. A member who paid in cash, a waiver the committee granted, someone who left the club in September : those are the three cases a list always contains, and you would rather see them here than in a reply.

    The member list : one line per person with their fee status, paid, partial or unpaid 1The status filter
    The status is on the line, next to the amount and the rate.
    • 1 The status filter

  4. Communication

    Select, and pick the template

    Tick whoever you are chasing, then « Send a reminder ». The window shows you the message before it leaves, with each person’s amount and structured reference in it.

    Each member gets the message in their own language, not in yours. Seven in French and four in Dutch go out together, and you have nothing to pick : it is on their profile.

    The template’s text can be changed without asking anyone : it is a row in the database, not a piece of the program.

    The window for sending a reminder : the recipients, their languages, the preview of the message with the amount and the structured reference, and the send button 1Seven in French, four in Dutch 2Nothing leaves before this click
    The number of recipients and their languages are at the top. Nothing leaves before the last click.
    • 1 Seven in French, four in Dutch
    • 2 Nothing leaves before this click

  5. Communication · History

    Send, then check

    The send is done in bulk, and the history keeps track of what left, to whom and when. The « last reminder » column in the list updates straight away.

    Nothing leaves before that click. You can prepare the selection one evening and send the next day.

    Allow ten days or so before chasing a second time. Past two reminders with no answer, a phone call does more than a third email.

    The club’s journal, where the transfers from the statement appear sorted by heading, each attributed to its member 1What has come in since 2Sorted without you typing anything
    The payments that come in afterwards sort themselves : the reminder has done its job.
    • 1 What has come in since
    • 2 Sorted without you typing anything

The 5 steps

  1. See how many members have not paid
  2. Reconcile the statement before you chase
  3. Check who still owes
  4. Select, and pick the template
  5. Send, then check

All the help pages

The pages to forward to your members are in the members’ help, in English, French, Dutch and German.

Back to the committee help

A member says they paid and the app says they did not ?

Look in the journal under their name. Nine times out of ten the transfer left without the structured reference, and it is waiting in the queue to check.