Swiss associations can collect membership fees digitally today 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 invoice – and pays within seconds. The treasurer sees the payment instantly in the Dashboard and saves weeks of follow-ups, reminders, and bank reconciliation.

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 classic fee collection slows associations down

In most Swiss associations, the annual fee collection still follows the same pattern: the treasurer creates a member list in Excel, generates QR invoices, sends them by mail or email as a PDF, and waits. After two weeks, half have paid. After four weeks, the treasurer writes payment reminders. After six weeks, final reminders follow. In the end, 10–20% of the members remain, who only pay after being personal addressed.

The manual process costs the treasurer an estimated 15–25 hours per collection cycle for an association with 150–200 members. In addition: the paper QR invoice only offers the member one payment method – transfer via e-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 is a URL that leads directly to a pre-filled payment page. The member only has to choose a payment method and confirm. The treasurer sees the incoming payment in real time, without having to reconcile bank statements.

2. Four methods compared: From the payment slip to the digital contribution

Depending on the association's size, budget, and technical know-how, different approaches are possible. 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 invoice 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». He sends 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 like Payrexx, Payrexx, or Payrexx, the payment link can be customised: member's 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 invoices by post, 6 weeks collection time, three reminder rounds. After: Email with Paylink to all 200 members on September 1st. After 48 hours, 140 members have paid (70%). After one week and an automatic reminder, 185 payments are settled (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 contributions – such as fitness, martial arts, or dance clubs – benefit from recurring payments (Recurring Payments). The member authorises a charge once, after which the monthly contribution is automatically debited.

Technically, this works via credit card tokenisation: 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 invoice appears directly in the member's e-banking and is automatically paid if desired.

For the association, this means: zero manual effort per month, predictable cash flow, and no outstanding payment lists. The treasurer only needs to handle cancellations and changes to contributions. Providers like Payrexx, Stripe, or wallee support Recurring Payments in Switzerland.

5. Method C: QR invoice with online payment option

Not every association wants to (or can) switch completely to digital payment links. Some members – especially older ones – prefer the classic route via QR invoice by post. The good news: both can be combined.

The QR invoice 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 invoice in e-banking.

Some association software providers like ClubDesk or Webling complement the QR invoice with a TWINT payment option: the member scans the same QR code with the TWINT app and pays directly via mobile, instead of going through e-banking. The fees for TWINT payments via QR Pay Plus are around 2.5% per transaction.

Alternatively, you can send the QR invoice by post and add a payment link in the accompanying letter: «Do you prefer TWINT or credit card? Pay here: [Link]». This way, you 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 a massive amount of working time, but generates transaction fees. For associations where the treasurer works on a voluntary basis and his time is valuable, the switch is almost always worthwhile from around 50 members. For associations with fewer than 30 members, the manual QR invoice 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 guidelines – check the 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 the addresses are missing – this is normal. For these members, you will continue to send a QR invoice by post. Check whether your association has an IBAN association account (a requirement for every PSP). Clarify within the board which types of contributions should be digitalised: annual fee, seasonal fee, course fees.

7.2 Open a PSP account

Open an account with a Swiss PSP that supports payment links. Providers such as Payrexx, Payrexx, or Payrexx offer free or basic plans without monthly fixed costs. The KYC check (Know Your Customer) takes a few hours to several business days depending on the provider. You will need: association statutes, identification of board members, 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 a brief instruction: «Click the link, select 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.

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 (plan for 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 created (link, short instructions, deadline)

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

• Reminder email prepared after 7 days and final reminder email after 14 days

• Export function tested in the PSP (CSV for accounting)

• Board informed and change communicated at the next meeting

For fee collection, Payrexx offers an approach 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 invoice – all through the same link.

For associations with monthly contributions, Payrexx supports recurring payments. The free plan has no monthly fixed costs; non-profit organisations enjoy a 50% discount on paid subscriptions.