Collect membership fees digitally: How Swiss associations are modernizing fee collection

Swiss associations can now collect membership fees digitally by sending a payment link (Paylink) via email instead of paper invoices. The member clicks the link, chooses their preferred means of payment – TWINT, credit card, PostFinance or QR-bill – and pays in just a few seconds. The treasurer sees the payment immediately 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 change in practice.

1. The Problem: Why the classic fee collection slows down associations

In most Swiss associations, the annual fee collection still follows the same pattern: The treasurer creates a membership list in Excel, generates QR-bills, sends them by post or email as a PDF, and waits. After two weeks, half have paid. After four weeks, the treasurer writes payment reminders. After six weeks, dunning letters follow. In the end, 10–20 % of members remain, who only pay after being contacted personally.

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-bill offers the member only one payment path – transfer via e-banking. Anyone who prefers TWINT or credit card must type the amount manually. This creates friction and delays payment.

A payment link (also called a Paylink) solves this problem. A Paylink refers to 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 in Comparison: From the payment slip to the digital contribution

Depending on the size of the association, budget and technical know-how, different approaches are suitable. 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-bill 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 personalised: member's name, reference number, amount. This allows the treasurer to immediately identify which member has paid. Most providers also allow creating a multi-use 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-bills by post, 6 weeks collection time, three rounds of reminders. After: email with Paylink to all 200 members on 1 September. 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 fees – such as fitness, martial arts or dance clubs – benefit from recurring payments. The member authorises a charge once, after which the monthly fee is automatically debited.

Technically, this works via credit card tokenisation: the member enters their card details once, the PSP stores a token (not the 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 requested.

For the association, this means: zero manual effort per month, predictable cash flow and no list of outstanding balances. The treasurer only needs to handle cancellations and fee adjustments. Providers like Payrexx, Stripe or wallee support recurring payments in Switzerland.

5. Method C: QR-bill with online payment option

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

Since October 2022, the QR-bill has been the standard payment slip in Switzerland 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-bill in e-banking.

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

Alternatively, you can send the QR-bill 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. Overview of Costs: How much 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 their time is valuable, switching is almost always worth it from around 50 members. For associations with fewer than 30 members, manual QR-bills are 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 your fee collection

7.1 Preparation

Collect the email addresses of all members. In many associations, 5–10 % of addresses are missing – this is normal. For these members, you continue to send a QR-bill by post. Check whether your association has an IBAN association account (a requirement for every PSP). Clarify in the board which types of contributions should be digitised: annual fee, seasonal fee, course fees.

7.2 Open PSP account

Open an account with a Swiss PSP that supports payment links. Providers like Payrexx, Payrexx or Payrexx offer free or basic plans without fixed monthly costs. The KYC check (Know Your Customer) takes a few hours to a few business days depending on the provider. You will need: association statutes, board identification and IBAN.

7.3 Create and send payment links

Create a payment link for the membership fee in the Dashboard of the PSP. 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, choose 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 yet paid (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

• Collected and updated email addresses of all members

• Association account (IBAN) at a Swiss bank available

• PSP account opened and KYC check completed (allow 5–10 days)

• Payment link(s) created: amount, description, reference configured

• Sent test link to board member and carried out test payment

• Email template for fee collection created (link, brief instructions, deadline)

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

• Reminder email prepared after 7 days and dunning email after 14 days

• Export function in PSP tested (CSV for accounting)

• Board informed and changeover communicated at the next meeting

Payrexx offers an approach for fee collection where payment links (Paylinks), mini webshop and QR Pay can be created from a single account. Members pay via TWINT, credit card, PostFinance or QR-bill – all through the same link.

For associations with monthly fees, Payrexx supports recurring payments. The free plan has no fixed monthly costs; recognized charitable organisations receive a 50 % discount on paid plans.