Done with Excel lists, paper mandates and manual fee transfers. Automatic SEPA direct debit, self-service portal for members, dunning, cancellation deadlines and fee analytics — GDPR-compliant and with CSV export for your accounting.
Club, fitness studio, dance school or yoga studio — member admin eats time. Excel lists go stale, fee transfers get forgotten, the board writes dunning letters on weekends, and on every address change the letter comes back.
With AnvaCode you set up the fee models once — the rest runs automatically. SEPA direct debit on the 1st or 15th, automatic 3-step dunning on returned debits, cancellation deadlines monitored. All booking data lands cleanly in a CSV file for export.
Four problems guaranteed to appear with Excel lists and paper mandates — costing time, money and trust.
Member A moved last year, member B got married, member C hasn't been a member for 6 months. The Excel file doesn't show that. On a postal mailing 15% comes back — and you don't know why.
Losses: 2–5 hrs maintenance / month10–20% of members transfer irregularly or not at all. You write reminders by hand, send letters, chase by phone. With a medium membership you lose four-figure amounts per year in missed fees.
Losses: four-figure amounts per yearMember cancels on December 15th, deadline was November 30th — you have to extend for another year. Who tracks that? Nobody. Disputes guaranteed, bad reviews too.
Losses: 1–3 members / yearMember data on private laptops, Excel files in WhatsApp groups, IBAN on index cards. On a complaint you risk a fine of up to 4% of annual turnover — even a club can be affected.
Risk: significant finesFrom application form to monthly accounting — fully digital and automatic.
Interested person fills the form on your website. Picks their tier (e.g. „adult", „student", „family"), enters address and IBAN, signs the SEPA mandate digitally.
Mandate is captured with timestamp and audit trail (GDPR-compliant). You get a notification, review and accept — done. No paper, no mailing, no scanning.
On the chosen date (e.g. 1st of the month) the system generates a SEPA XML file with all fees. You upload it to online banking — the bank collects, bookings are written back.
Returned debit? Automatic dunning in 3 stages (email, then letter, then suspension). Members change address, IBAN or tier themselves in the portal — you confirm in one click.
Admin back-office for the board and office, plus self-service portal for every member — same data, in real time.
At month-end you see in one overview: all due fees, grouped by tier. Click „Generate SEPA XML" — done. You upload the file to your bank's online banking (Sparkasse, Volksbank, all DE banks), debits go out on the date. Returns the system marks automatically.
Each member gets a personal login. Address change, IBAN change, tier upgrade — all self-service. Receipt / fee certificate as PDF anytime (important for tax). Cancellation with deadline calc. You receive every request for approval and confirm in one click.
Standard included. Optional: data import from your old admin tool, donation management with certificates.
Central member list with photo, address, date of birth, join date, tier, status. Search and filter by all fields. Notes, tags and custom fields per industry.
Generates a SEPA XML (pain.008.001.02) — standard format for all German banks. Sparkasse, Volksbank, Commerzbank, comdirect, ING — all supported. Upload file, done.
Unlimited tiers: adult, student, university, senior, family, supporter. Monthly, quarterly or annual fee. Promo discounts and trial months. Cutoff-based calculation.
3-stage dunning on returned debit: stage 1 friendly email, stage 2 letter with dunning fee, stage 3 dunning letter + membership suspension. Texts customizable.
Member logs in, changes address, IBAN or tier — you approve. Fee certificate as PDF (important for tax). Cancellation request with correct deadline calculation.
Monthly, quarterly and annual overview: collected, outstanding, dunned, written off. Member development as chart. Top defaulters. Forecast tools for board meetings.
Per member: join date, minimum term, cancellation deadline (e.g. „6 weeks to end of quarter"). System auto-calculates cutoff and warns on late cancellations.
Servers in Germany, TLS 1.3 encryption, DPA signed with you. Subject access export per member (Art. 15 GDPR) in one click. Auto-deletion after exit + retention period.
Members get a QR code or an Apple Wallet / Google Wallet card. Scan on check-in (e.g. fitness studio entrance, clubhouse) — system verifies status instantly.
Anywhere people are tied in for the long run and regular fees flow.
