Payment Receipts Settings

The “Payment Receipts Settings” in the Finance module of Retention CRM allows member-based organizations like associations, chambers of commerce, and nonprofits to automate and manage the generation and distribution of Payment receipts. This feature streamlines a crucial process, saving time and resources.

Benefits

• Efficiency: Automatic generation eliminates manual work, freeing staff for other tasks.
• Accuracy: Consistent formatting reduces errors in receipts.
• Customization: You can tailor receipts with your membership organization’s branding and messaging.
• Timely Delivery: Constituents (members, donors etc.) promptly receive receipts for tax purposes and record-keeping.

How to Use “Payment Receipts Settings” in Association Management

Here is the breakdown of all the available fields and settings available in this feature.

• Enable Line Item (Yes/No): This determines if detailed information about each donated item appears on the receipt. For a nursing association, with membership fees or Payments for specific programs, enabling line items provides transparency to Constituents (members, donors etc.).
• Packet Size: This sets the number of receipts grouped into a single PDF for processing or printing. It depends on your printing capacity and preferences.
• External Tool Settings (path to specific software): These fields are optional and only relevant if you use external tools for advanced functionalities like PDF information extraction (pdfinfo) or merging multiple PDFs (pdfunite). For a basic setup, these may not be necessary.
• Command Line for Encryption: This is an advanced setting for encrypting Payment receipts with a password, likely not required for most nursing associations.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Donor Recognition Program for a Historical Society (Non-Profit)

Scenario: The “Olde Towne Historical Society” wants to incentivize major Payments (above $1,000) by automatically including donors in their annual “Legacy Circle” newsletter and online listing.

Retention CRM Settings

• Enable Line Items (Yes): Since some Payments may qualify for the “Legacy Circle”, detailed information about the amount and purpose of the Payment is crucial.
• Packet Size (25): This allows the society to create batches of 25 Payment receipts for efficient processing and printing. They can personalize a cover letter for each batch highlighting the “Legacy Circle” program.
• Customization: The Society can customize the receipt template to include a special “Legacy Circle” logo or mention alongside the Payment details for qualifying donors.

Benefits: Automation saves time in managing the “Legacy Circle” program, and donors feel recognized for their Payments.

Membership Tier Recognition for a Fitness Association (Association)

Scenario: The “Active Life Fitness Association” offers various membership tiers (Basic, Premium, Elite) with increasing benefits. They want to use Payment receipts to showcase the specific benefits associated with a member’s tier.

Retention CRM Settings

• Enable Line Items (Yes): This ensures details like “Basic Membership ($50)” or “Elite Membership ($150)” are clearly shown on the receipt.
• Packet Size (Variable): The Association can adjust the packet size based on membership renewals for different tiers. They can create separate batches with customized cover letters highlighting the tier-specific benefits.
• Customization: The Association can design separate receipt templates for each membership tier. Each template can showcase the exclusive benefits associated with that tier, motivating members to upgrade or renew.

Benefits: Members get a clear picture of the value they receive for their membership fee, potentially leading to higher retention rates.

Discount Voucher Program for a Chamber of Commerce (Chamber of Commerce)

Scenario: The “Citywide Chamber of Commerce” partners with local businesses to offer exclusive discounts to their members. They want to include a discount voucher directly on the Payment receipt (membership fee) to streamline the process.

Retention CRM Settings

• Enable Line Items (No): Detailed Payment information is less relevant here.
• Packet Size (Configurable based on member batches): The Chamber can create batches optimized for printing based on member groups (e.g., all restaurant members).
• Customization: The Chamber can significantly modify the receipt template to include a section for the discount voucher. This section can be dynamically populated based on the member’s industry or chosen partnerships.

Benefits: Members receive immediate value with the discount voucher, fostering a stronger connection with the Chamber and its partnered businesses.