Why do members not pay their fees?
Before talking about solutions, it is worth understanding the causes. In most of the sports clubs we work with, unpaid fees are not a matter of bad faith but of poor organisation:
- The member simply forgets that a fee is due
- There is no clear, accessible online payment system
- Payment notices never arrive, or arrive too late
- The payment process is cumbersome (bank transfer, cash in hand)
- The board has no real-time view of who has paid
The good news is that every one of these problems can be solved with the right processes and tools.
Step 1: Centralise your membership register
The first step is to keep an up-to-date digital register. There is no point sending reminders if you do not know exactly to whom, for how much and when. A membership register should include:
- Up-to-date contact details (email, phone, full name)
- Category and membership type (youth, senior, family, etc.)
- Payment and invoice history
- Current status: up to date, outstanding, cancellation requested
Step 2: Offer online payment by card or direct debit
The single biggest barrier to collecting fees is the payment method. Members pay faster when the process is easy. Cash and bank transfers create friction; card payments and direct debit are instant.
The main options for sports clubs in Spain are:
- Stripe: Credit and debit cards plus SEPA direct debit. Easy to integrate, with no lock-in.
- Redsys: The Spanish banks' payment gateway. Preferred by clubs that already have a virtual POS with their bank.
- SEPA direct debit: The member authorises an automatic monthly charge. It cuts non-payments to almost zero.
Step 3: Automate your reminders
Once online payment is in place, the next step is automation. A club management system should send reminders automatically:
- Advance notice before the due date (for example, 7 days ahead)
- A reminder on the due date itself
- Reminders 3 and 7 days after a missed payment
- Escalation to the board if it remains unresolved
With automatic email and push reminders, collection rates in the first cycle exceed 90% in most clubs. The board no longer has to chase each member by hand.
Step 4: Set a clear late-payment policy
Beyond automatic reminders, you need a written policy that every member is aware of. An effective policy covers:
- Maximum arrears period before services are suspended (usually 30-60 days)
- Which rights are suspended on non-payment (use of facilities, call-ups, licence)
- A catch-up process for members who want to bring their account up to date
- Exceptions for documented cases of financial hardship
Step 5: Use a real-time dashboard
The final key ingredient is visibility. The club treasurer needs to know at all times:
- How many members have paid this month and how many have not
- How much money is still outstanding
- Which members have the most months pending
- How arrears have evolved over the year
With that data, the board can make informed decisions: when to apply the suspension policy, when to run a catch-up campaign, or when to review fee amounts.
How much time can you save?
Clubs that have adopted an all-in-one management system with online payment and automatic reminders report significant savings:
- Between 4 and 10 hours a week for the treasurer or secretary
- Arrears down from 15-25% to 2-5% of the membership
- A better relationship with members (fewer awkward conversations)
- More predictable income for planning expenditure
Conclusion
Managing unpaid fees in a sports club does not have to be a monthly headache. With an organised register, online payment, automatic reminders and real-time visibility, you can cut arrears dramatically and free up valuable hours for the board.
If you want to see how this works in practice, try DMS Manager free for 14 days — no credit card required and data migration included.