For clarification around your club's accounting, please refer to a Long Read around administration, bookkeeping, VAT status, debit notes.
Clubs - Accounting and Administration
In terms of accounting and invoicing, Klubs has an interface with accounting software:
(in descending order of integration).
- Yuki: for complete double-entry bookkeeping
- Treasurer: for Single-Entry Bookkeeping
- Billit: invoicing tool (Peppol compliant) and gateway to around 40 accounting packages
This integration is, for all of these, quite complete:
- Billing of Memberships.
- Activity billing: separate lines for member and guest
- Various settings for integration with Klubs
Follow-up – Principle of trust
We apply the principle of trust when integrating Klubs and the accounting system. This is designed to minimize the administrative burden on club administrators by assuming the good faith of the member.
As soon as a membership is renewed or a registration for an activity is completed, the system immediately generates an invoice. We assume that the payment obligation will be fulfilled as standard.
All financial follow-up—including the status of payments and sending any reminders—takes place exclusively in the accounting system. There is no automatic feedback of the payment status to Klubs.
This method means that, as an administrator, you do not have to check each member individually in two systems. You only need to take action in exceptional cases (such as structural non-payment).
In the unlikely event that a member decides not to register or fails to make the payment, we will treat this as a manual exception:
- In accounting, a credit note is issued to offset the outstanding invoice.
- In Klubs, the corresponding transaction is deleted so that the member lists and activity statistics remain up to date.
This method prevents double data entry and ensures that the accounting remains the leading factor for your financial follow-up, while Klubs maintains its focus on member management.
Double-Entry Bookkeeping – Yuki
When using an accounting software for complete, double-entry bookkeeping, diaries are used.
For each transaction (membership, activity invoicing), a draft invoice is created by Klubs via the accounting interface. After reviewing it, it can then be finally created and sent.
All necessary data (customer, billing info, VAT, ...) are provided here by Klubs.
In double-entry bookkeeping, when an invoice is created, an entry is immediately created in a journal. This is then reversed when payment is received.
For more info on Yuki and pricing - https://yuki.be/pricing/ondernemer/
Setup
Setup is done in the following steps
1. Yuki Setup
For Yuki setup, it is best to have an accountant assist you. Setting up the accounting schema, invoice layout, analytical accounts and projects, ...
2. Clubs Integration
Within clubs a quick link after following settings:
- Yuki: API key and Administration ID (from Yuki set-up)
- General ledger accounts for the various entries
Also check the financial institutions: VAT rates and VAT pricing.
Processing Memberships
Both the creation and renewal of an individual membership and mass renewal result in invoicing and follow-up in the accounting system:
Follow up on payments:
- Fully integrated into the accounting system with the Reminders feature
- Failure to pay membership invoice, any credit note, and removal of member by changing Member status to expired.
For VAT-compliant memberships, the VAT percentage may still need to be adjusted for foreign invoices (reverse charge VAT).
Processing Activities
For the accounting processing of Activities, there is the Preparation in Clubs (Participation Management: Attendance and Invoicing).
– Financial Processing
Follow-up on payments
- Follow-up is done here within the accounting department by following up on invoices to be received, or sending the late ones a, automated, reminder.
- If invoice is not paid, (if billing in advance) deregister from the activity, or apply club procedure.
Single-entry bookkeeping – Treasurer
When using a single-entry accounting software, all entries are based primarily on actual receipts.
A transaction from Klubs is sent through the interface and a draft invoice is created. This can, after review, then be finally created and sent.
All necessary data (customer, billing info, VAT, ...) are provided here by Klubs.
Now with full functionality:
- Bank integration: retrieval of bank files (CODA) and semi-automatic processing
- Accounts receivable management: outstanding invoices, reminders, etc.
For more information about Penningmeester and pricing, visithttps://www.penningmeester.be/.
Setup
1. Treasurer Setup
You can set up the Treasurer yourself, but have it checked by an accountant if necessary.
2. Clubs Integration
Within clubs a quick link after following settings:
- Treasurer: API key
- General ledger accounts for the various entries
Also check the financial institutions: VAT rates and VAT pricing.
Processing
Processing is done in the same way as described above for double-entry bookkeeping.
Accounting Gateway – Billit
Billit is an invoicing tool for digital invoicing and is therefore Peppol compliant.
When a transaction is made from clubs, it is forwarded and tracked via the interface, and a draft invoice is created. The invoice is complete with the club's layout (logo, colors, etc.) and also includes a QR code for payment.
Now with full functionality:
- Bank integration: retrieval of bank files (CODA) and semi-automatic processing
- Accounts receivable management: outstanding invoices, reminders, etc.
For more information about Billit and pricing, visithttps://www.billit.eu/en-int/product/integrations/.
Setup
1. Billit Setup
You can set up Billit yourself.
2. Clubs Integration
Within clubs a quick link after following settings:
- Billit: Company ID and API key
- General ledger accounts for the various entries
Also check the financial institutions: VAT rates and VAT pricing.
Processing
Processing is done in the same way as described above for double-entry bookkeeping.
Gateway
Billit: a gateway to around 40 accounting packages.
