Before you start
You find finances under ‘Members & teams’ → ‘Finance overview’. At the top of every finance page there is a menu with Overview, Invoices, Payments, Reconciliation, Households, Membership fees and Settings.
To change anything you need a role with write access to finances. Without it you can see the figures, but the buttons for creating, sending and editing are hidden.
As long as something is missing, ‘Overview’ shows a checklist: ‘Account number for payments’, ‘KID agreement with the bank’ and ‘Payment solution (Vipps)’. The ‘Open settings’ button takes you straight there.
The eight steps
Do the steps in this order the first time. After that, only steps 5–8 repeat each season.
- Enter the account number: ‘Finances’ → ‘Settings’ → ‘Bank and KID’ → ‘Account number’. Without an account number, invoices can only be saved as drafts.
- Enter the KID agreement from the bank: turn on ‘The club has a KID agreement with the bank’ and fill in ‘KID algorithm’, ‘Length’ and, if any, ‘Prefix’ exactly as they appear in the agreement. See the guide on KID agreements.
- Decide on discounts: on the ‘Discounts’ card, enter the sibling discount (percentage per child), and optionally a ‘Cap per household’ and rules for late registration. Use what the annual general meeting has adopted. Skip this if the club gives no discounts.
- Create the membership fee: ‘Membership fees’ → ‘New fee’. Give it a name, an amount, a due date and the right ‘Type’ (Membership fee, Training fee or Other fee).
- Assign it: ‘Assign members’ shows who the charge applies to and how many new charges will be created, before anything is saved. Nobody receives an email or an invoice at this step.
- Create and send invoices: ‘Create invoices’ gathers unpaid charges into invoices with a KID — per household or per member. Choose ‘Create and send now’, or ‘Save as draft’ and send later.
- Import the bank file: when the money comes in, download the OCR or camt.054 file from online banking and choose ‘Import bank file’ under ‘Payments’. Payments with a known KID are matched to the right invoice automatically.
- Reconcile: ‘Reconciliation’ shows what has come in, been refunded and not been reconciled in the period. ‘Export CSV for the accountant’ gives your accountant the underlying records.
- Start with a few members, for example one team, and send the invoices to yourself first. Then you see exactly what guardians receive.
- The figures on ‘Overview’ — Unpaid, Overdue, Draft, Uninvoiced charges and Unreconciled payments — are links. Click them to see which invoices they refer to.
What works today
Membership fees and charges, sibling discounts and a cap per household, invoices with a KID by email, manual registration of payments, importing OCR and camt.054 files from the bank, credit notes and refunds, reconciliation and CSV export for the accountant.
Guardians and adult members see their charges under ‘Payment’ in the portal and in the app, with account number, KID, amount and due date.
What needs agreements
A KID agreement with the bank (the club enters into it itself): provides the bank file that lets payments be matched automatically. Without it you can still send invoices and register payments manually.
Vipps and cards: coming. This requires Sportio's agreement with Vipps MobilePay and the club's own Vipps agreement. Until then, everyone pays in online banking with a KID.
NIF's membership register: awaiting an agreement between Sportio and NIF. Until it is in place, the membership fee should still go through the club's NIF-approved membership system.
eFaktura and AvtaleGiro (Norwegian e-invoice and direct debit): not built yet.