Associations, gyms, courses, maintenance contracts

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Subscriptions & Collections

Recurring fees such as dues, memberships, instalments and maintenance contracts in one place: who owes what, what has been paid, and which charge a bank transfer belongs to.

Subscriptions & Collections tracks fees that repeat on a schedule. You define a plan first (say, monthly dues), add members or customers as subscribers or import them from Excel, and open a subscription for each. As each period comes round, charges are prepared as drafts and become final when you approve them. You enter payments by hand or upload a bank statement; transfers are matched to charges by each subscriber’s own payment reference. Subscribers see what they owe through a link you send them. There are no online card payments: payment is by transfer, cash or card terminal, and you record it.

Open account Write to us

Your account opens with Subscriptions & Collections. It stays open for 15 days, no credit card needed.

How it works

01
Set up plans and subscribers
Create a weekly, monthly or yearly plan; add subscribers one by one, or import them from Excel or from CRM customers.
02
Open a subscription and approve the charges
Period charges are prepared as drafts; once you check and approve them they become final and are added to the subscriber’s balance.
03
Record the payment
Enter a cash, transfer or card-terminal payment by hand, or upload the bank statement; transfers are matched to charges by payment reference.
04
Chase overdue payers and share the portal link
Open WhatsApp or send an email from the reminder list; subscribers see their balance and payment details through their portal link.

Who it’s for

Associations, clubs and residents’ groups (dues)
Gyms and personal-training studios
Courses, nurseries and private schools (instalments)
Businesses selling maintenance and service contracts

Example

A cultural association

An illustrative flow; it does not describe a real business.

Day 1
The association manager creates “Monthly membership dues” and “Student membership dues” plans, adds the bank account (IBAN) and imports the member list from Excel.
The 27th
Next month’s dues are prepared as drafts. The manager reviews the list, pauses one member’s subscription and approves the rest.
The 5th
One member pays dues in cash at the desk; the manager enters the payment and prints the numbered receipt. Other members pay by bank transfer.
The 8th
The manager uploads the bank statement. Transfers with a payment reference in the description match members’ charges; the manager confirms them and links the unmatched ones by hand.
The 10th
Members who still have not paid show up in the reminder list. The manager opens WhatsApp for each one and sends the message from their own phone; the member sees the balance and payment reference through the portal link.

Live today

Plans, subscribers and subscriptions

Plan: name, price, weekly / monthly / yearly period, due day, set-up fee; the price is entered including VAT
Subscriber record: person or business; one payer can have several subscriptions, with one reference and one balance
Import subscribers from Excel / CSV or from CRM customers
Subscription: start, pause, resume, cancel at period end, change plan, restart
A plan or price change applies from the next period; earlier charges keep the old price
Subscribers and plans are never deleted: they are archived; on a data request a subscriber is anonymised and the financial records stay

Period charges

Charges are prepared as drafts ahead of each period (how many days ahead is a setting)
Default: draft plus manager approval; in settings you can switch to posting directly
Preview what will be charged to whom before you approve
One-off charges (such as a late fee) and opening balances are entered by hand; a charge can be written off with a reason
Paused periods are not charged; the past periods of a subscription added late can be posted in one go

Payments and receipts

Manual payment entry: cash, transfer, card terminal or other; one payment can settle several charges
An overpayment stays as credit and is applied to later charges automatically
Numbered, printable receipt; a cancelled payment shows as CANCELLED on the receipt
Subscriber statement: charges, payments and balance; amounts include VAT
Several accounts and currencies (TRY, AZN, GBP, EUR, USD, AED); currencies are tracked separately

Bank statement matching

Upload the statement as Excel, CSV or MT940; there is no automatic bank connection
A payment reference unique to each subscriber; the reference in the transfer description finds the payer
You confirm each suggested match; link an unmatched line by hand or ignore it
A line that has already been processed is not processed twice

Reminders and subscriber portal

Reminder list: subscribers who are overdue or about to fall due
Three ways for each subscriber: open WhatsApp (you send the message from your own phone), copy the text, or send a single email
Reminder text templates are editable and can be previewed before sending
Subscriber portal: a link with no password; subscribers see their balance, open charges, recent activity, the IBAN and their payment reference; in Turkish, English and Azerbaijani
One link per subscriber, with an expiry; renew or revoke it any time; you can ask for the last 4 digits of the phone number
Subscribers can opt out of reminders from the portal

Reports and permissions

Home page: charged and collected this month, collection rate, overdue payers, charges due in the next 7 days
Reports: monthly recurring revenue (MRR), collection rate, ageing and churn; all download as CSV
Four permissions: view, write (subscribers, plans, subscriptions), collect (payments and bank matching) and manage (settings, approval, cancellation)
Nothing is deleted: charges and payments are cancelled and leave a trace; key actions are written to the audit log

Works together

Because the blocks share one core, these links work today.

CRM
You can import CRM customers as subscribers in one step; subscriptions and charges are kept in Subscriptions & Collections.

Good to know

Receipts and statements are not official documents and do not replace a tax invoice.
There are no online card payments; the portal has no “pay” button, only the IBAN and payment reference. You record the payment.
Automatic reminders (email, Telegram) are off; you send reminders from the list by WhatsApp, copy or a single email. There is no SMS.
The bank connection is not automatic; you upload the statement.
There is no automatic late fee; if you need one, add it as a one-off charge. There are no automatic refunds either.

The shared core underneath

The same in every block: users, permissions, security and records.

Your own company space: Each company’s data is isolated from others and lives at its own address.
Roles and permissions per app: A separate role per user per app; managers see only their team.
Two-factor authentication: A code sent by email; turned on per company.
Audit log: Who changed what, and when — recorded.
You choose where your data lives: AWS Frankfurt (EU) by default; on request, your own servers (on-prem).
Interface in three languages: English · Turkish · Azerbaijani. Arabic can be added on request.

Next up

Planned, not live yet.

Online card payments and paying from the portal
Automatic reminders (email, Telegram), once the legal review is complete