Direct debit (Autogiro) for clubs and associations: automate membership fees

For many clubs and associations, membership fees are a recurring headache. Invoices have to be sent, payments reconciled and reminders sent out, often by coaches and board members who would rather spend their time on the club. With Autogiro, the Swedish direct debit service, and a member register that talks to the payment flow, almost all of that work can be automated.

How Autogiro works

Bg Autogiro is a payment service from Bankgirot in which the money is drawn automatically from the payer's account on the due date. It is based on a mandate, an agreement between the payer and the payee.^[1] For the club, this means always knowing when payments come in, and for the member it means not having to keep track of invoices and late fees.^[1]

To collect payments with Autogiro you need an Autogiro agreement with your bank, a Bankgiro number and a system that can handle the payments.^[1]

Three ways for members to give their mandate

• Via your website: the member signs up for Autogiro directly when joining.^[1]
• Via online banking: the member adds the mandate in their own bank.^[1]
• On a paper form: the traditional way, which is still needed for some members.^[1]

A mandate via the website gives the most automation, since it can be connected directly to the registration and the member register.

From manual handling to an automated flow

Autogiro takes care of the payment itself. The big time saving comes when the whole flow around it is connected:

1. A new member signs up on the website and gives their mandate.
2. The member is added automatically to the member register with the right membership and fee.
3. Payment orders are created automatically from the register before each period.
4. The results of the payments are read back and matched to the right member.
5. Receipts, welcome emails and reminders after failed payments are sent automatically.

Coaches and the board see in an admin panel who the active members are and who needs a follow-up, without reconciling anything by hand.

Things to keep in mind

• Personal data: member registers and account details are personal data. Make sure they are handled securely and in accordance with the GDPR.
• Clear information: tell members when payments are drawn and how they cancel their membership.
• Exceptions: plan for members who pause, change membership or cannot pay with Autogiro.