By the time renewals are done, the Membership Secretary has chased half the committee, the Treasurer has crossed off the same name twice and reconciled it back again, and several members have quietly let their subscription lapse without anyone noticing until the AGM. The money that did come in is somewhere in the account, but matching it to the right name in the right year still takes an afternoon nobody has.

This guide goes through the parts of that cycle that Daviah addresses — raising subscriptions, collecting payment by card or recording cash and cheques, correcting mistakes with a record of why, messaging members who have not paid, and producing reports that show the state of play. It also says plainly what Daviah does not solve: reconciling payments against the bank statement and tracking how subscription fees change from year to year are not things any part of Daviah addresses.

Raising subscriptions for everyone at once

At the start of each membership year, the Treasurer opens the subscriptions screen and raises the charge for all members in a single action. Every member's record is updated at the same moment. Nobody has to type names one at a time or copy a figure across a spreadsheet.

Members see what they owe as soon as it is raised — in the member portal on the club's own site, under their own name. The Treasurer does not have to email everyone to tell them their subscription is due; the amount is already waiting for them when they next sign in.

Collecting payment by card, without handling card details yourself

A member who signs in to the portal can pay their subscription by card directly from their record. Payment is recorded only once Stripe confirms the money has moved — there is no ambiguity about whether a transaction completed.

The card payment goes straight to the club's own Stripe account. The club is the merchant: it pays Stripe's processing fees directly and Daviah takes no share of what is collected. Setting this up requires connecting a Stripe account; once it is connected, the portal handles the rest.

Recording cash, cheques and anything paid offline

Not every member pays by card. Cash at the door, a cheque in an envelope, a bank transfer noted on the phone — all of these can be recorded by hand against the member's subscription. Each offline payment is given a receipt number that runs in sequence for the year, which means the record is consistent and searchable rather than a set of loose notes.

Having both card and offline payments in the same place means the Treasurer sees the full picture in one screen rather than reconciling two separate lists.

Corrections that leave a trail

Sometimes a charge needs to be waived, voided or corrected — a member joins late, a fee was raised in error, a payment was entered against the wrong person. These adjustments are the Treasurer's decision to make, and each one is written to the audit trail with a reason. If someone asks why a charge looks different from what was raised, there is an answer, and it did not depend on the Treasurer remembering.

This does not replace a formal financial review or bank reconciliation. The audit trail records changes to the subscription records inside Daviah; it does not import bank statements or automatically match transactions to payments.

Messaging members who have not paid

Once subscriptions are raised, the office can send a message to members with unpaid dues specifically — not to everyone, just to those who still owe something. The message can be written now and scheduled to go later, and the same message is guaranteed not to be sent twice by accident.

Sending that message still requires someone to decide to do it and write it. Daviah does not send automated reminders on a schedule — there is no fact that describes that, and it would be misleading to imply otherwise. What it does do is make it straightforward to reach exactly the right group of members when the Treasurer or Secretary decides the time has come.

Reports and exports that show what has been collected

Subscription reports are counted live from the records, so the figures reflect what has been paid and what is outstanding at the moment the report is opened, not the last time someone remembered to update a spreadsheet. Members, dues and payments can each be exported to CSV for the Treasurer to work with in a spreadsheet or share with the Committee.

What these reports do not do is reconcile against the bank account. The bank statement remains a separate document. Daviah shows what has been recorded inside its own system; it does not import or match bank transactions. If formal reconciliation is a requirement, that work still has to be done by hand alongside these exports.

What this guide does not cover

Two parts of the payment problem that clubs describe are not addressed by Daviah. The first is reconciling what Daviah has recorded against what the bank statement shows — no feature imports bank statements or matches entries automatically, and the audit trail is not a substitute for that process. The second is subscription fees that drift or change over time — there is no built-in mechanism for tracking the history of what a subscription cost in previous years or for flagging when a rate has changed.

Questions

Does raising subscriptions in one step mean every member gets the same amount?

The Treasurer raises the year's charge in a single action that applies to everyone. The record for each member is updated at that point, and members see what they owe in their portal. If individual corrections are needed afterwards — a waiver, a different amount for a particular member — those can be made by the Treasurer, and each correction is recorded with a reason in the audit trail.

What does a member see in the portal?

When a member signs in to the portal on the club's own site, they can see their record, see what they owe, and pay by card if the club has connected a Stripe account. They can also update their own details from there. The portal is on the club's own site — members do not have to go to a separate platform.

Does Daviah take a percentage of subscription payments?

No. Card payments go straight to the club's own Stripe account. The club is the merchant and pays Stripe's fees directly. Daviah takes no share of what is collected.

If a member pays by bank transfer or hands over cash, can that still be recorded?

Yes. Offline payments — cash, cheque, bank transfer or anything else — can be recorded by hand against the member's subscription. Each one is given a receipt number that runs in sequence for the year.

Can the Treasurer export the subscription data for the Committee?

Yes. Members, dues and payments can each be exported to CSV. Reports are counted live from the records, so the figures are current at the moment they are produced.

Is there a way to send a reminder only to members who have not paid, rather than everyone?

Yes. The messaging tool lets you select members with unpaid dues as the recipient group specifically, so the reminder goes only to them. The message can be written in advance and scheduled to send at a chosen time. It will not be sent twice by accident. There is no automated reminder that runs without someone deciding to send it — that step still requires a person.

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