Dear HarmonySite Administrator,
Do your constituent chapters/clubs pay you an annual fee to be part of your organisation? If so, you might like to know that HarmonySite now has TWO built-in systems for doing that...
- This is the simplest option, where each chapter/club pays a flat fee each year. Each chapter/club that you want to invoice gets assigned a "fee schedule" (e.g. "full fees of $150 per year"). Periodically, someone in your organisation visits a page in your HarmonySite, ticks a box next to each chapter/club that needs to be invoiced (which is possibly all of them), and then clicks a button to create an invoice for each one and have it automatically emailed to them. When an invoice is paid, the chapter/club is automatically "renewed" (their expiry date is advanced another year).
- This is more complex, as it depends on the number of members in each chapter/club, and the amount of the invoice includes a fee for each member. At a particular time every year, you ask your chapters/clubs to submit a list to you of all their financial members. (There's a page in each chapter's/club's HarmonySite for doing all of this quite easily, including emailing it to you. If the chapter/club doesn't have their own HarmonySite, they can log into YOUR HarmonySite and do this.) Open receipt of this list, one of your staff would look it over to confirm it's correct, and if it is, they click a button to generate an invoice based on all of this, and send the email back to the chapter/club. When the invoice is paid, the chapter/club is renewed, as is the membership record of each member on the list. This system neatly handles all the special cases you might think of (too many to list here).
Payment for these invoices can be made by bank transfer, credit card, cheque or PayPal. Credit card/PayPal surcharges can be passed on to the chapter/club in the invoice, if desired.
If either of these two methods sounds like it might be a good fit for your organisation, then please reply to this email (or call me) and we can have a discussion about implementing that in your HarmonySite.
In harmony,
Mark Virtue
HarmonySite
Australia
+61 2 8005 4277 (Australian number)
In North America, call: 1-415-651-7009 (San Francisco number)
Skype name: mvirtue
