Payment requests in Spond Club let you send payment demands directly to one or more members, whether it is for membership fees, training fees or other payments. You set up what to invoice for, choose who should receive the request and at what price, and Spond sends the request automatically to the selected members.
How to create a payment request in Spond Club
To get to payment requests in Spond Club, click Finance in the side menu. Under Club, choose Payment Requests.
Create a payment request
Create a payment request
Click Add Payment Request in the top right corner.
Payment details
Enter a title for the payment request.
Optional: add a description.
Use the dropdown menu to choose which club account the payments should go to. Read more about club accounts.
Optional (Norway only): tick Accept Friskus payments. Recipients can then cover all or part of the amount with support from their municipality. Friskus cannot be combined with instalments, because a Friskus grant covers one invoice. The Friskus option only appears if the club has activated Friskus. Read how to activate Friskus.
Choose the payment type. This decides how the amount is paid. One-time payment is selected by default, so you only need to change it if you want one of the others.
One-time payment (default): the full amount is paid in one go.
Instalments: the amount is split into automatic monthly charges. When you choose instalments, the total is divided into instalments automatically. The recipient pays the first instalment themselves. The rest is charged to the same payment card once a month, counted from the date the first instalment was paid.
💡 Friskus does not work with instalments.
Deadline for first instalment: how many days recipients have to pay the first instalment. The days are counted from when you send the payment request, so if you enter 14, the deadline is two weeks after sending.
Number of instalments: how many instalments the amount is split into, from 2 to 12. The total is divided equally across the instalments.
End date for the payment: the last day new members can join the payment request. The date does not need to be after the last instalment. If you set it before the instalment plan is finished, the charges continue as normal, but no new members can be added after the end date.
Flexible payment: recipients choose whether to pay in full or by monthly instalments. When you choose flexible payment, recipients decide whether to pay the full amount in one go or follow the instalment plan you set up below. Those who choose instalments pay the first instalment themselves. The rest is charged to the same payment card once a month, counted from the date the first instalment was paid.
Deadline for first instalment: how many days recipients have to pay the first instalment. The days are counted from when you send the payment request, so if you enter 14, the deadline is two weeks after sending.
Number of instalments: how many instalments the amount is split into, from 2 to 12. The total is divided equally across the instalments.
End date for the payment: the last day new members can join the payment request. The date does not need to be after the last instalment. If you set it before the instalment plan is finished, the charges continue as normal, but no new members can be added after the end date.
Optional: set up a family discount. A family discount gives a lower price to families who pay for several members together. Choose the type in the dropdown menu under Family discount. The discount must be activated to apply.
Max. total price: the family never pays more than the amount you set.
Percentage: the member with the highest amount pays full price, the rest get a percentage discount.
💡 Read more under Family discount further down, which explains what needs to be in place for the discount to apply.
Reporting to NIF. If you see the field Reporting of payment to NIF, the club is connected to the Norwegian Sports Confederation (NIF). Tick the box if the payment contains membership fees, training fees or both. The membership fee is the most important, because it affects the annual sports registration. See Reporting to NIF further down for the requirements that must be met.
💡 Only one-time payments can be reported to NIF. If you have chosen instalments or flexible payment, you must change the payment type to One-time payment first.
Payment segments
A payment segment decides who pays what. You choose whether to base the price on member type, group or subgroup, and everyone who fits the segment is asked to pay the price you enter.
Most clubs send training fees based on groups and membership fees based on member type, but it is up to you. You can include all member types or groups at once and still give them different prices.
Click Add Payment Segments.
Choose group, subgroup or member type.
Groups: the price is set per group. Suits training fees, where the price varies with which group the member is in.
Subgroups: the price is set per subgroup. Suits cases where only some subgroups should pay, or where they should pay different amounts.
Member types: the price is set per member type. Suits membership fees, where the price varies with the member type.
Tick the member types, groups or subgroups that should pay.
Enter what the payment is for under Product, for example membership fee.
Enter the price under Price. Everyone who fits the segment gets the same price.
Optional: click Add additional product if the segment should contain more than one product.
Tick the box to the right of the price field to make an additional product optional. The payer then chooses whether to add the product. If the box is empty, everyone who pays must include the product.Click Create. The payment is still not sent.
Mandatory and optional additional products
You decide whether an additional product should be mandatory or optional. If you tick the box to the right of the price field, the payer can choose whether to add the product. If the box is empty, everyone who pays must include the product.
Add membership fees and training fees as separate segments
If the same payment should contain both training fees and membership fees, add them as two segments. If you use Add additional product instead, you cannot exempt a member from only the membership fee or only the training fee later.
Group administrators do not receive the payment automatically
If you send based on group or subgroup, group administrators do not receive the payment request. They must also be added as members of the group to receive it.If the club is integrated with NIF
Tick which part is the membership fee and which part is the training fee before you add additional products. You can still set the additional products as optional.
Membership fees are paid once a year
Membership fees reported to NIF are paid once a year. If you send several payment requests or a renewal with a membership fee to the same member, only one of them is kept. The others are removed automatically, so you do not need to clean up yourself.
There is one exception. If an existing member registers again as a new member, the system does not see that the membership fee has already been paid for the year. The duplicate is then not removed, and you need to follow it up manually.
Sending out the payment to members
The payment is created, but nothing has been sent yet. Now you choose who should receive it, based on the segments from the previous step.
Open the list of recipients.
Click Process. You then see everyone who is eligible for the payment based on your segments. Use the filters or search by name to find the members you want to change something for.
💡 Tip! Adjustments are not saved. Make them in the same round as you send, otherwise you have to start over.
Adjust what should be different.
For each member you can change the date, change the price or exempt. You exempt a member by removing the tick next to the product.
If a member is in several groups, they fit several segments and receive a payment for each of them.
If the member should only pay for one of the groups, you must exempt the rest before you send.
Choose who should receive the payment.
Tick the box to the left of each member, and click Send. Tick the top box to select everyone in the list. If you leave the box empty in front of a name, that member does not receive the payment.
⚠️ NOTE! A payment that has been sent cannot be deleted. If a member should not pay after all, you must exempt them, and this can only be done for one member at a time.
The member receives the payment in the app or by email.
If the member uses the app, the payment arrives there. Otherwise it is sent by email. To receive it in the app, the member must also be in a group.
Using a payment request in a registration form
If you connect the payment request to a registration form, there are two limitations to be aware of:
Instalments become a one-time payment
If the member pays while registering, they pay the full amount in one go, even if the request is set up as instalments. If the member should pay in instalments, you must add them to the payment request in the usual way. If instalments are important to you, connecting the request to the form can therefore work against its purpose.
Renewals cannot be repriced before the deadline has passed
If the renewal is connected to a registration form, you cannot change the price before the payment deadline has passed. If the price needs to change, you must wait until the deadline has passed.
Members who have received an invitation to renew only appear in the recipient list once they have completed the registration. Until then, you cannot see who has received the invitation in the payment request.
Frequently asked questions
Why is the family discount not working?
Why is the family discount not working?
Almost always, the cause is the setup, not an error in Spond. The most common one is that a family membership has been set up as its own member type. That does not work. Each member should have their ordinary member type with the matching price, and the discount is controlled only through the discount settings, that is Percentage or Max. total price.
If you use Max. total price, enter the family’s combined maximum price. The discount then applies when three things are in place:
The family members are in the same payment request.
They pay at the same time.
They have the same payment contact.
If one of them is missing, the members pay full price. This is also why a family member who is added after the first payment has been completed pays full price. You then have to adjust the amount or exempt the member manually.
If you are a Norwegian sports club, the member must pay at least NOK 50 to count with NIF. If you exempt a family member completely, they do not count. One alternative is to refund NOK 50 from the first payment request where the family reached the maximum price.
Can I edit a payment request after it has been sent?
Can I edit a payment request after it has been sent?
Yes, quite a lot can be changed, so you do not need to create the request again if something went wrong. What you can do depends on whether you change it for a single member or in the setup itself.
For individual recipients you can change the following, and the change syncs automatically to the member:
Exempt the member from the payment
Change products
Change the amount
Change the payment type
Change the number of instalments
Change the due date, as long as the member has not started an instalment payment. If the instalments have started, you can only edit or exempt individual instalments.
In the setup you can change things like the payout account and the number of days to pay, but those changes only apply to new members added afterwards. Members who have already received the request keep what applied when they received it. If one of them should have a new payment deadline, you must change it on the member.
How do I find out who has not paid?
How do I find out who has not paid?
There is currently no overview of unpaid payments at club level. You need to go into each payment request and filter there. You can also see the payment status per member in the member list.
How do we handle the transaction fee?
How do we handle the transaction fee?
You choose whether the fee is taken by the club or by the member.
Include the fee in the price. The member pays the price you have set, and the club receives the price minus the fee. The calculation is product price x percentage fee + fixed fee. For a product costing 1000 NOK, that is 1000 NOK x 2.99% + 2 NOK, which is about 32 NOK. The member pays 1000 NOK, and the club receives 968 NOK.
Add the fee to the price. The fee is added on top, and the club receives the full product price. The calculation is total price including fee x percentage fee + fixed fee. If the club should receive 1000 NOK, that is 1033 NOK x 2.99% + 2 NOK, which is about 33 NOK. The member pays 1033 NOK, and the club receives 1000 NOK.
Does the same apply to membership fees reported to NIF? 🇳🇴
Does the same apply to membership fees reported to NIF? 🇳🇴
No, there are several things to consider here. Read How to set up payment requests that sync with NIF and What is the transaction fee in Spond Club? before you send.
⚠️ NOTE! The club is responsible for ticking the box when a membership fee is to be reported to NIF. If this is not done correctly, Spond helps you correct it, but the club is invoiced the additional cost per member based on the number of members, and an administration fee of NOK 10,000. It is worth a second look at the tick box before you send.
Can I change the contact email on a payment request?
Can I change the contact email on a payment request?
Not yourself. The email is automatically linked to the administrator who creates the request, and there is no field for changing it, either during creation or afterwards. This is a deliberate design decision, not an error.
If you need a different address on a request that has already been sent, Spond support can change it for you. Get in touch, and we will sort it.