Finance

The “Payment Receipts Templates” in the Finance module of Retention CRM allow membership-based organizations such as Associations, Chambers of Commerce and Nonprofit organizations to customize the format and content of Payment receipts for different scenarios. This can be useful for member-based organizations that have different types of donors or that need to issue receipts for different purposes.

• Increased efficiency: Payment Receipts Templates can automate the process of generating and sending Payment receipts, which can save staff time and reduce the risk of errors.
• Improved donor relations: By providing donors with personalized and professional Payment receipts, organizations can strengthen their relationships with donors and encourage them to continue giving.
• Compliance with tax regulations: Payment Receipts Templates can help organizations comply with tax regulations by ensuring that their receipts include all of the required information.

How to Use “Payment Receipts Templates” in Association Management

Explanation of Available Fields and Options in Payment Receipts Templates.

General Settings

• Profile name: This is the name of the profile. It should be descriptive and easy to understand.
• Language: This is the language that the receipt will be generated in.
• Enable “encryption”: This option encrypts the receipt PDF file. This can be useful for organizations that need to protect sensitive donor information.
• payment Types: This field specifies which payment types will be used with this profile.

Receipts

• Template: This is the HTML template that will be used to generate the receipt. Organizations can create custom templates to match their branding and messaging.
• PDF format: This option specifies the format of the PDF file. Options include “Letter,” “Legal,” and “A4.”
• Variables: This section allows organizations to specify variables that will be used in the receipt template. For example, the organization can specify the donor’s name, the amount of the Payment, and the date of the Payment.

E-Mails

• E-mail template: This is the email template that will be used to send the receipt to the donor. Organizations can create custom email templates to thank the donor for their gift and provide information about the organization.
• From Email: This is the email address that the receipt will be sent from.
• BCC E-mail address: This is an optional email address that will be BCC’d on all receipt emails.
• Return path e-mail address: This is the email address that will be used for bounces and other email errors.
• Custom Mail Handling: This section allows organizations to specify custom mail handling options. For example, the organization can specify how to handle bounces and other email errors.

payments

• Unlock received payments: This option allows organizations to unlock received payments so that they can be edited or deleted.

Add a New Payment Receipts Template

The “New Payment Receipts Template” page allows organizations to create a new Payment Receipts Template. The page includes all of the fields and options that were described above.

Example: Nursing Association

A nursing association could use Payment Receipts Templates to create different receipts for different types of Payments. For example, the association could create one receipt for membership dues, another receipt for Payments to a scholarship fund, and another receipt for in-kind Payments.

The association could also use Payment Receipts Templates to customize the receipts for different types of donors. For example, the association could create one receipt for individual donors, another receipt for corporate donors, and another receipt for foundation donors.

By using Payment Receipts Templates, the nursing association can save time, improve donor relations, and comply with tax regulations.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Environmental Nonprofit – Matching Gift Receipts

Scenario: The Nature Conservancy (TNC) frequently receives donations that qualify for matching gifts from a donor’s employer. To streamline the matching gift process and encourage donors to request matching funds, TNC wants to create a custom donation receipt profile specifically for matching gifts.

• Retention CRM Implementation:
  • TNC creates a new Payment Receipts Template named “Matching Gift Donation Receipt.”
  • In the “General Settings” section, they set the profile name and choose the language.
  • They enable encryption for added security since the receipt may contain the donor’s employer information.
  • In the “payment Types” field, they select only the donation type that qualifies for matching gifts.
  • Under “Receipts,” they design a custom template that highlights the matching gift program and includes instructions on how the donor can request a matching gift from their employer. They can use variables to automatically populate the employer name and any other relevant details submitted by the donor.
  • In the “E-mails” section, TNC creates a custom email template thanking the donor for their payment and reminding them about the matching gift program. The email can include a link to a webpage with more information about the program and instructions for requesting a matching gift.

Benefits: This use case helps TNC automate the generation of matching gift receipts, saving staff time and ensuring consistency. The custom email template with matching gift information can increase the likelihood that donors will request matching funds, resulting in more donations for TNC.

Historical Society – Multi-Level Membership Receipts

Scenario: The Manchester Historical Society (MHS) offers various membership levels with different benefits. They want to generate Payment receipts that reflect the specific membership level a donor has chosen.

• Retention CRM Implementation:
  • KHS creates multiple Payment Receipts Templates, each named for a specific membership level (e.g., “Friend of KHS Receipt,” “Patron of KHS Receipt,” etc.).
  • In the “General Settings” section, they configure each profile with the appropriate language and encryption settings.
  • They use the “payment Types” field to ensure each profile is linked to the corresponding membership Payment type.
  • Under “Receipts,” KHS creates custom templates for each profile that highlight the benefits associated with the specific membership level. They can use variables to automatically populate the donor’s name, membership level, and any other relevant details.
  • The “E-mails” section can be left blank, and KHS can use the default Retention CRM receipt email template for all membership receipts.

Benefits: This use case allows KHS to personalize membership receipts, showing appreciation for different levels of support. This can strengthen donor relations and encourage members to renew at the same or higher levels in the future.

Animal Shelter – In-Kind Donation Receipts

Scenario: California Animal Welfare Center (CAWC) receives many in-kind donations, such as pet food, blankets, and toys. They want to generate receipts for these donations to acknowledge the donor’s generosity and potentially qualify for tax deductions.

• Retention CRM Implementation:
  • CAWC creates a new Payment Receipts Template named “In-Kind Donation Receipt.”
  • In the “General Settings” section, they configure the profile with the appropriate language and encryption settings.
  • They use the “payment Types” field to select the payment type specifically for in-kind donations.
  • Under “Receipts,” CAWC creates a custom template that specifies “In-Kind Donation” instead of a monetary amount. They can include a variable for a brief description of the donated items and their estimated value.
  • The “E-mails” section can be left blank, and CAWC can use the default Retention CRM receipt email template for all donation receipts.

Benefits: This use case helps CAWC acknowledge in-kind donations and potentially provide donors with documentation for tax purposes. This can show appreciation for all types of support and encourage future in-kind donations from the community.

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.

The “Membership Payment Plan” in the Finance module of Retention CRM allow membership organizations such as Associations, Chambers of Commerce and Nonprofits to set up automatic recurring memberships, facilitating a smoother membership experience.

• Streamlining Membership Management: Automated renewals reduce administrative tasks associated with manual renewals, freeing up staff time for other activities.
• Predictable Revenue Stream: Recurring payments ensure a steady flow of income, aiding in financial planning and budgeting.
• Improved Member Retention: Automatic renewals reduce the risk of lapsed memberships due to forgotten payments.

How to Use “Membership Payment Plan” in Association Management

Here’s a breakdown of the available fields and settings.

• Use the latest price when auto-renew membership? (Yes/No):
  • Yes: If a membership fee increase occurs, members will automatically be charged the new rate upon renewal.
  • No: Members will continue to be charged the original rate they signed up for.
• Payment processor for back office:* (Required):
  This field specifies the payment gateway used to process recurring transactions. Choose the one integrated with Retention CRM that your association utilizes.
• Days to renew in advance:* (Number):
  Set the number of days before membership expiration to automatically trigger the renewal payment. This provides members with advance notice and avoids service disruptions.
• Custom groups to be excluded when auto-renew: (Optional):
  If specific member groups (e.g., student memberships) shouldn’t be auto-renewed, select them here.
• Update start date on renewal? (Yes/No):
  • Yes: The membership start date is updated to reflect the new renewal period.
  • No: The original start date remains unchanged.

By configuring these settings, your nursing association can establish a convenient and reliable system for membership renewals, strengthening member relationships and ensuring consistent revenue.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Tiered Membership for Animal Shelter (Non-Profit)

Membership Tiers: Friend ($25/month), Companion ($50/month), Guardian Angel ($100/month)

• Use Case: The animal shelter wants to offer tiered memberships with recurring donations to provide predictable income for animal care. They can set up three Payment Plans in Retention CRM, each with a different amount corresponding to the membership tier. They can set “Use latest price when auto-renew membership?” to ‘Yes’ so that members are automatically charged the updated amount if the membership fee increases in the future. This ensures a sustainable income stream for the shelter’s vital operations.

Discounted Renewal for Chamber of Commerce

Membership Type: Standard Membership ($500/year)

• Use Case: The chamber of commerce wants to incentivize members to renew their memberships by offering a discount for automatic renewals. They can set up a Payment Plan in Retention CRM with the standard $500 yearly fee. In the “Days to renew in advance” field, they can enter a specific number of days (e.g., 30) before the expiry to trigger the renewal. They can then create a custom discount code for a specific percentage (e.g., 10%) off the membership fee. Members who choose to auto-renew will be prompted to enter the code during checkout, resulting in a discounted renewal fee.

Event Access Management for Historical Society (Association)

Membership Type: Basic ($20/month), Premium ($50/month)

• Use Case: The historical society organizes exclusive events and lectures throughout the year. They want to leverage Retention CRM’s Membership Payment Plan to manage event access based on membership tiers. They can set up two Payment Plans – one for Basic and one for Premium memberships. In the “Custom groups to be excluded when auto-renew” field, they can select the “Basic” member group for specific events with premium access. This ensures that only Premium members are automatically charged the renewal fee and granted access to these exclusive events. This streamlines event management and provides a tiered value proposition for their membership.

The “Invoice Helper” feature in the Finance module of Retention CRM provides email invoice functionality for member-based organizations like associations, chambers of commerce, and nonprofits. It provides additional email options and streamlines the invoicing process.

Membership-based organizations can benefit from Invoice Helper in several ways. It allows for customizing email receipts with CC/BCC recipients and message templates. This ensures relevant stakeholders, like board members or finance departments, are kept informed. Additionally, the ability to set default email options for membership and other payment receipts saves time and ensures consistent communication.

How to Use “Invoice Helper” in Association Management

Invoice Helper Fields and Settings

• CC/BCC offline membership receipts: Enter email addresses (separated by commas) of individuals who should receive a copy (CC) or blind carbon copy (BCC) of email receipts for offline membership payments. For example, the association’s accountant (CC) and membership committee chair (BCC).
• Send membership receipts by default?: Choose “Yes” if you want the “Send Confirmation and Receipt?” checkbox automatically selected when adding new memberships. This ensures members receive immediate email receipts.
• Similar settings exist for payment receipts and payment invoice receipts. Consider using CC for internal personnel (e.g., finance team) and BCC for auditors. You can choose to pre-select the receipt option based on your workflow.

By configuring Invoice Helper, Associations, Chambers of Commerce and Nonprofit organizations can streamline invoice communication, improve transparency, and maintain efficient record-keeping.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Automatic Invoice with Meeting Registration and Payment (Association)

Scenario: The Historical Society organizes monthly lecture series with a registration fee. Members can register online or offline.

Use Case: Instead of manually sending invoices after registration, Invoice Helper can be configured to automatically attach an invoice to the registration confirmation email. This saves the Society staff time and ensures members receive their invoice promptly.

Retention CRM Implementation

• Create an “Event” for the lecture series in Retention CRM.
• Set the Event Fee and configure online registration.
• Under Invoice Helper settings, enable the option to “Attach Invoice to Confirmation Email” for Event registrations.
• Customize the Invoice email template to include relevant details like lecture topic, speaker bio, and cancellation policy.

Donation Receipts with Impact Report (Non-profit)

Scenario: The Animal Shelter relies on donations to care for animals. Donors can donate online or send checks.

Use Case: Invoice Helper can be used to send donation receipts with a personalized impact report attached. The report could include success stories, pictures of animals helped, or a breakdown of how the donation will be used. This can incentivize further donations and strengthen donor relationships.

Retention CRM Implementation

• Create a “payment” page in Retention CRM for accepting online payment.
• Under Invoice Helper settings, configure “Donation Receipts” to include a link or attachment to the Impact Report.
• Personalize the Invoice email template to thank the donor and mention the impact of their payment.

Chamber E-commerce with Automated Invoices (Chamber of Commerce)

Scenario: The Chamber launches an online store to sell promotional materials and event tickets to member businesses.

Use Case: Invoice Helper can streamline the e-commerce process by automatically generating invoices for online purchases. This eliminates manual work and ensures businesses receive proper documentation.

Retention CRM Implementation

• Configure Invoice Helper to “Generate Invoice for Online Purchases.”
• Customize the Invoice email template to include the Chamber logo, product details, and any relevant tax information.
• Consider integrating a payment gateway for seamless online transactions.

The “Soft Credit Types” feature in the Finance management module of Retention CRM allows membership organizations such as Nonprofits, Associations and Chambers of Commerce to track payments where the full credit shouldn’t go to the person making the payment (membership fee, event fee, donation etc.). This is beneficial for member-based organizations because it helps them recognize different parties involved in facilitating the payment.

For instance, a healthcare organization might donate to a nursing association in honor of their employee who is a nurse. Using Soft Credit Types, the association can attribute a portion of the credit to the employee while acknowledging the organization’s contribution. This fosters better relationships with both the payer and the person they’re honoring.

How to Use “Soft Credit Types” in Association Management

Here’s a breakdown of the pre-defined Soft Credit Types in Retention CRM and how a nursing association can utilize them:

• In Honor Of / In Memory Of: Used to recognize someone special with the payment. A nursing association can use this for donations made in honor of outstanding nurses or in memory of those who passed away.
• Solicited: The default option for regular payments.
• Workplace Giving: Track donations facilitated by a donor’s workplace. Not applicable unless the association has a workplace giving program. (Disabled by default)

Additional Soft Credit Types (editable):

• Foundation Affiliate: Create this if your association has affiliated foundations.
• 3rd-party Service: Use this for donations processed through fundraising platforms.
• Donor-advised Fund: Track donations directed from a donor-advised fund.
• Matched Gift: Use this for donations that will be matched by another organization.
• Personal Campaign Page: For payments made through individual fundraising pages.
• Gift: The most basic option for regular donations.

Adding a New Soft Credit Type

• Label: “Scholarship Fund”
• Value: “scholarship_fund” (use a descriptive value)
• Description: “Donations to support the nursing association’s scholarship program”
• Order: Choose an appropriate position in the list.
• Enabled? Yes
• Default Option? No (unless this will be the most common soft credit type)

By using Soft Credit Types effectively, a nursing association can gain valuable insights into their payer network and tailor their appreciation efforts accordingly.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Tracking Donations Facilitated by Volunteers (Non-Profit)

• Soft Credit Type: “Volunteer Promoter” (Customizable)
• Example: The animal shelter creates a “Volunteer Promoter” soft credit type. Volunteers can share a unique fundraising link tied to their profile. When someone donates through that link, the donation is attributed to the donor and the volunteer who promoted it. This allows the shelter to recognize volunteers who significantly contribute to fundraising efforts and potentially incentivize them through rewards or recognition programs.

Recognizing Memorial Gift Contributors and Honoring Descended Families (Association)

• Soft Credit Type: “Family of [Last Name]” (Customizable based on Donor Information)
• Example: The historical society receives a memorial donation for a deceased historical figure. They utilize the “Family of [Last Name]” soft credit type, specifying the family name of the figure. This allows them to acknowledge both the original donor and the descendant family in their appreciation efforts. This can foster stronger relationships with families with historical significance to the community.

Tracking Sponsorships for Events and Programs (Chamber of Commerce)

• Soft Credit Type: “Event Sponsorship – [Event Name]” (Customizable based on Event)
• Example: The chamber organizes a business networking expo. They create “Event Sponsorship – Business Expo” and “Event Sponsorship – Tech Expo” soft credit types for different sponsorship tiers. When businesses sponsor events, the corresponding soft credit type is assigned to their payment. This allows the chamber to clearly differentiate sponsors between various events and tailor their thank you messages accordingly. This can strengthen relationships with key business sponsors.

The “Accepted Credit Cards” feature in the finance module of Retention CRM allows member-based organizations such as Associations, Chambers of Commerce, and Nonprofits to specify which credit cards their organization can accept for online payments. This is important because it provides members, donors and other constituents with familiar and convenient payment options, increasing the likelihood of successful payments.

• Offering a seamless payment experience: Constituents won’t be discouraged by a limited selection of payment methods.
• Encouraging larger payments: Constituents might be more comfortable contributing larger sums if they can use their preferred credit card.
• Streamlining the payment process: Accepted cards are clearly displayed, reducing confusion for constituents.

Important Note: This setting only applies to Retention CRM’s built-in payment processors. If you use PayPal Express, credit card options are controlled by PayPal itself.

How to Use ‘Accepted Credit Cards’ in Association Management

Let’s break down the fields and settings you see:

• Label: This is the name that appears for the credit card option on your payment form (e.g., Visa, Mastercard).
• Value: An internal identifier (usually not displayed to donors).
• Order: Use the arrows to arrange the credit card options in the order you want them to appear on the form.
• Enabled? Check the box to allow payments using that specific credit card.

In the provided example for a nursing association, all major credit cards (Visa, Mastercard, Amex, Discover) are already enabled.

Add a New Accepted Credit Cards

The “Add Accepted Credit Cards” button allows you to define additional payment options. Here’s how to fill it out for the nursing association:

• Label: Enter a clear and concise name for the new card option (e.g., “Hospital Credit Card”).
• Value: Leave this blank, as it’s an internal identifier.
• Order: Choose a position where you want this new option to appear on the form (use the up/down arrows).
• Enabled? Check the box to allow payments using this new credit card.

Note: Before adding a new option, ensure your chosen payment processor actually supports it.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

University Alumni Association

Use Case: Encourage alumni to donate to their alma mater’s specific programs (e.g., Engineering Scholarship Fund, Athletics Boosters Club).

Accepted Credit Cards

• Label: Visa
• Value: visa (default)
• Order: 1 (default)
• Enabled?: Yes (default)
• Label: Mastercard
• Value: mastercard (default)
• Order: 2 (default)
• Enabled?: Yes (default)
• Label: Alumni Association Credit Card (University-issued)
• Value: alumni_association_card (internal identifier)
• Order: 3
• Enabled?: Yes

This scenario allows alumni to use familiar credit cards (Visa, Mastercard) but also highlights the university’s own credit card as a payment option. This might incentivize payments by offering alumni points or rewards redeemable for university merchandise or future events.

Environmental Chamber of Commerce

Use Case: Streamline the payment process for businesses that support the chamber’s sustainability initiatives.

Accepted Credit Cards

• Label: Visa
• Value: visa (default)
• Order: 1 (default)
• Enabled?: Yes (default)
• Label: Mastercard
• Value: mastercard (default)
• Order: 2 (default)
• Enabled?: Yes (default)
• Label: Business Cards (Corporate Amex, etc.)
• Value: business_card (internal identifier)
• Order: 3
• Enabled?: Yes

By enabling business cards, the chamber caters to its primary donors (businesses) and simplifies the payment process for their accounting departments. This might encourage larger payments as businesses won’t need to use separate expense accounts for charitable payments.

Animal Rescue Nonprofit

Use Case: Increase donations for specific adoption or foster care programs through targeted campaigns.

Accepted Credit Cards

• Label: Visa
• Value: visa (default)
• Order: 1 (default)
• Enabled?: Yes (default)
• Label: Mastercard
• Value: mastercard (default)
• Order: 2 (default)
• Enabled?: Yes (default)
• Label: “Lucky Pup” payment (recurring monthly payments)
• Value: lucky_pup_monthly (internal identifier)
• Order: 3
• Enabled?: Yes

This creative approach allows the rescue to highlight a specific program (“Lucky Pup”) alongside traditional credit card options. The “Lucky Pup” donation payment could be linked to a recurring monthly payment, providing a stable source of income for the rescue.

The “Payment Methods” feature in the Finance management module of Retention CRM allows membership organizations such as Chambers of Commerce, Nonprofits and Associations to manage how Payments are received by them. It tracks the method used for each transaction (e.g., credit card, check) and associates them with designated financial accounts (e.g., bank account for checks).

There are pre-defined payment methods like “Credit Card” and “Cash” that cannot be deleted but can be renamed. You can also add new methods specific to your needs. Each method can be linked to a specific financial account, ensuring proper allocation of received funds.

This feature benefits Associations, Chambers of Commerce, and Nonprofits by:

• Streamlined Recording: Easily record the payment method used for every Payment, simplifying financial management.
• Clear Designation: Associate Payments with specific financial accounts for better organization and tracking.
• Flexibility: Accommodate various payment preferences of your members (credit card, cash, etc.).

How to Use “Payment Methods” Feature in Association Management

The table you provided lists the existing payment methods and their details. Let’s break down each field in the context of a nursing association:

• Label: This is the name displayed to members during the Payment process (e.g., “Credit Card”, “Cash Payment at Conference”).
• Financial Account: This links the payment method to a specific bank account or other financial destination where the funds are deposited (e.g., “Checking Account for Dues”).
• Value: (For certain methods) This might hold a specific value associated with the method, but it’s typically left blank for most.
• Description: (Optional) Provide a brief description of the payment method for further clarification (e.g., “For payments made via credit card”).
• Order: This determines the order in which payment methods appear during the Payment process.
• Enabled? If unchecked, the payment method is hidden from members during Payment.
• Default Option? Designates the preferred pre-selected payment method for Payments.

Add a New Payment Method

The “Add Payment Methods” section allows you to create new payment methods specific to your nursing association. Here’s what each field entails:

• Label: Enter a clear name for the new method (e.g., “Payroll Deduction”).
• Financial Account: Select the designated financial account where these Payments will be deposited.
• Value: Leave this blank unless required for a specific payment processor.
• Description: (Optional) Provide a brief explanation of the method for member clarity.
• Order: Set the order in which this new method appears during Payment.
• Enabled? Choose to enable or disable this method for member use.
• Default Option? Select if this should be the pre-selected option for Payments.

By effectively utilizing Payment Methods in Retention CRM, your nursing association can streamline Payment collection, ensure proper allocation of funds, and provide a convenient payment experience for your members.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Event Fee Payment Options for a Historical Society

• Association: Historical Society
• Scenario: The historical society is organizing a fundraising event with a silent auction and a catered dinner. They want to offer various payment methods to attendees during the online registration process.
• Payment Methods:
  • Label: “General Admission Ticket”
    • Financial Account: “Event Ticket Sales Account”
    • Description: “This covers your entry fee to the historical society fundraiser.”
    • Order: 1 (default option)
  • Label: “Silent Auction Only”
    • Financial Account: “Event Ticket Sales Account”
    • Description: “Pay for entry to bid on silent auction items only.”
    • Order: 2
  • Label: “Dinner & General Admission”
    • Financial Account: “Event Ticket Sales Account”
    • Value: 75 (price for dinner) Note: This is the only payment method using the Value field to capture the additional dinner fee.
    • Description: “Includes admission, dinner, and participation in the silent auction.”
    • Order: 3

Membership Tiers with Specific Payment Methods for an Animal Shelter

• Non-Profit: Animal Shelter
• Scenario: The animal shelter offers various membership tiers with different benefits. They want to associate specific payment methods with each tier to streamline the signup process and encourage online donations.
• Payment Methods:
  • Label: “Basic Friend (Online Donation)”
    • Financial Account: “General Donation Account”
    • Description: “Secure online donation for basic membership tier.”
    • Order: 1 (default option for Basic Friend tier)
    • Enabled?: Checked only for Basic Friend tier
  • Label: “Loyal Companion (Credit Card)”
    • Financial Account: “Credit Card Donation Account”
    • Description: “Convenient credit card payment for Loyal Companion membership.”
    • Order: 1 (default option for Loyal Companion tier)
    • Enabled?: Checked only for Loyal Companion tier
  • Label: “Furever Family (Recurring Donation)”
    • Financial Account: “Recurring Donation Account”
  • Description: “Become part of our Furever Family with a monthly donation.”
    • Order: 1 (default option for Furever Family tier)
    • Enabled?: Checked only for Furever Family tier

Conference Registration with Optional Merchandise Sales for a Chamber of Commerce

• Scenario: The chamber is hosting a conference with optional merchandise sales during the registration process. They want to capture these merchandise sales using Retention CRM’s Payment Methods.
• Payment Methods:
  • Label: “Conference Registration (Regular)”
    • Financial Account: “Conference Registration Fees”
    • Description: “Standard registration fee for the Chamber conference.”
    • Order: 1 (default option)
  • Label: “Conference Registration (Plus Merch)”
    • Financial Account: “Conference Registration Fees”
    • Value: 25 (price of merchandise) Note: Similar to the Historical Society example, this captures the merchandise value.
    • Description: “Registration fee with optional conference merchandise.”
    • Order: 2
  • Label: “Merchandise Only (for Attendees)”
    • Financial Account: “Merchandise Sales Account”
    • Description: “Purchase conference merchandise without registering.”
    • Order: 3
  • Label: “Merchandise Only (for Non-Attendees)”
    • Financial Account: “Merchandise Sales Account”
    • Description: “For those who cannot attend but want conference merchandise.”
    • Order: 4

The “Financial Accounts” feature in the Finance module of Retention CRM allows member-based organizations such as Associations, Chambers of Commerce, and Nonprofits to connect their payment processing with their accounting software such as Quickbooks and Xero (Retention CRM seamlessly integrates with both). It acts as a bridge, ensuring Payments are categorized and recorded accurately in both systems. This creates a seamless flow of financial data and simplifies accounting tasks.

• Accurate Accounting: Financial accounts ensure Payments are categorized into the correct income streams (e.g., membership dues, event fees, donations) for proper financial reporting.
• Simplified Reconciliation: By linking Retention CRM accounts with their accounting counterparts, associations can easily reconcile Payments and reduce errors during the reconciliation process.
• Streamlined Reporting: Financial accounts enable generating reports based on specific Payment types, providing valuable insights into funding sources and spending patterns.

How to Use “Financial Accounts” Feature in Association Management

Let’s explore the “Add Financial Account” fields and how a nursing association can utilize them:

• Name: This clearly identifies the account (e.g., “Membership Dues”).
• Description: Provide a brief explanation of the account’s purpose (e.g., “Records income received from annual membership fees”).
• Owner: Leave blank as the association owns the account.
• Financial Account Type: Select the appropriate type based on the account’s function (e.g., “Asset” for bank accounts, “Liability” for deferred revenue).
• Accounting Code: Enter the corresponding code used in your association’s accounting system for this account.
• Account Type Code: (Optional) This is relevant for QuickBooks integration and can be left blank if not using QuickBooks.
• Tax-Deductible?: Indicate whether Payments to this account are tax-deductible for donors (relevant for donations accounts).
• Enabled?: Set to “Yes” to allow using this account for Payments.
• Is Tax?: Select “No” as this is not a tax holding account.
• Tax Rate: Leave blank as this doesn’t apply to most association accounts.
• Default?: Select “Yes” for frequently used accounts (e.g., Membership Dues) to expedite Payment processing.

By setting up relevant financial accounts with accurate information, your nursing association can leverage Retention CRM to manage finances efficiently and gain valuable financial insights.

More Use Cases for Nonprofits, Associations and Chambers of Commerce

Advocacy Campaign Fundraising for an Environmental Nonprofit

• Association: Environmental Nonprofit
• Goal: Track and manage donations earmarked for specific advocacy campaigns.

Retention CRM allows creating Financial Accounts with descriptive names like “Clean Air Campaign Donations” or “Endangered Species Protection Fund.” These accounts can be linked to specific advocacy campaigns within Retention CRM. When a donor specifies their Payment is for a particular campaign, the donation is automatically categorized into the designated Financial Account. This enables the nonprofit to:

1. Track Donations by Campaign: Easily generate reports to see how much funding each campaign has raised. This helps measure the effectiveness of different advocacy efforts and allocate resources accordingly.
2. Targeted Communication: Identify donors who support specific campaigns and tailor future communication to their interests. This can strengthen donor relationships and encourage continued giving.
3. Transparent Reporting: Clearly demonstrate to donors how their Payments are being used for specific advocacy initiatives, fostering trust and accountability.

Membership Tiers and Benefits for a Chamber of Commerce

• Association: Chamber of Commerce
• Goal: Automate membership fee allocation and track benefits used by different membership tiers.

The chamber can create Financial Accounts for each membership tier, such as “Basic Membership Fees” or “Premium Membership Fees.” Retention CRM can be configured to automatically assign incoming membership fees to the appropriate Financial Account based on the member’s chosen tier. Additionally, the chamber can create separate Financial Accounts for benefits offered to different tiers, like “Networking Event Attendance” or “Discounted Conference Registration.” When a member utilizes a benefit, the corresponding Financial Account is debited. This system allows the chamber to:

1. Streamlined Fee Management: Effortlessly track revenue generated from each membership tier, simplifying financial reporting and budgeting.
2. Benefit Tracking: Monitor which benefits are most popular among different member tiers, allowing the chamber to tailor future offerings and optimize member value.
3. Targeted Promotions: Identify members who haven’t used all their tier’s benefits and send targeted promotions to encourage them to do so, maximizing member engagement.

Program Grants Management for a Social Welfare Association

• Association: Social Welfare Association
• Goal: Efficiently manage grant funding for various social welfare programs.

The association can create Financial Accounts for each program they run, such as “Educational Scholarship Program” or “Food Bank Assistance.” When they receive grant funding for a specific program, they can allocate those funds to the designated Financial Account. Retention CRM can track program expenses categorized under each Financial Account. This enables the association to:

1. Grant Monitoring: Ensure grant funds are used solely for their intended program, maintaining transparency with donors and funders.
2. Program Efficiency Analysis: Generate reports to analyze program expenses and identify areas for cost-optimization or improvement.
3. Impact Reporting: Demonstrate to funders how grant money directly translates to program impact, strengthening future funding applications.

The “Financial Types” feature in the Finance module of Retention CRM acts as a filing system for your payments. Imagine folders for different types of payments – donations, event fees, memberships. You can create as many as you need, allowing Associations, Chambers, and Nonprofits to categorize their incoming funds clearly. This is crucial for reporting (understanding fundraising trends) and accounting (ensuring accurate financial records). Financial Types can even manage the cost and stock of any “thank you” gifts nonprofits offer their donors.

These categories link to specific financial accounts, which track where your money flows. This way, you can see how much income comes from membership fees, event fees, etc., and ensure proper allocation of funds. For example, a donation earmarked for scholarships can be placed in a dedicated “Scholarship Fund” account.

How to Use “Financial Types” Feature in Association Management

Let’s use the provided fields and settings to understand how a Nursing Association can benefit from Financial Types feature in Retention CRM.

• Name: This is the label for your category. For the Nursing Association, examples might be “General Donation,” “Scholarship Fund Donation,” or “Conference Registration Fee.”
• Description: Briefly explain the purpose of the category. For “Scholarship Fund Donation,” you could write “Supports scholarships for student nurses.”
• Financial Accounts: Choose the accounts linked to this category. For “General Donation,” this might be “Donations – General” for income and “Accounts Receivable” for any outstanding pledges.
• Deductible? Mark “Yes” if donations in this category are tax-deductible for the donor. For the Nursing Association, most donations would likely be tax-deductible, so you might mark “Yes” for “General Donation” and “Scholarship Fund Donation.”
• Reserved? Use this for future pledges or commitments, not immediate income. This would likely not be used by the Nursing Association for donations.
• Enabled? Choose “Yes” if you want to accept payments through this category. You might disable “Conference Registration Fee” after your event closes.

By customizing Financial Types, the Nursing Association gains valuable insights into their finances and can effectively manage their resources for their mission.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Tailored Donation Categories for Improved Resource Allocation (Nonprofit Organization)

Examples

• Financial Type Name: “Cat Care Donations”
  • Description: “Supports the care and well-being of shelter cats, including food, medical care, and litter.”
  • Financial Accounts: “Donations – Cat Care” (Income), “Pet Supplies Expense” (Expense)
  • Deductible: Yes
  • Enabled: Yes
• Financial Type Name: “Dog Training Program Donations”
  • Description: “Funds specialized training programs for shelter dogs to enhance their adoptability.”
  • Financial Accounts: “Donations – Dog Training” (Income), “Trainer Fees” (Expense)
  • Deductible: Yes
  • Enabled: Yes
• Financial Type Name: “Building Fund Donation”
  • Description: “Contributes to the expansion or renovation of the animal shelter facilities.”
  • Financial Accounts: “Donations – Building Fund” (Income), “Construction Costs” (Expense)
  • Deductible: Yes
  • Enabled: Yes

By creating specific financial types for different animal care needs, the shelter can track donations effectively and allocate resources efficiently. This transparency can also be helpful for attracting donors who care about specific causes.

Membership Tiers with Targeted Benefits and Financial Tracking (Association)

Examples

• Financial Type Name: “Basic Membership”
  • Description: “Provides basic benefits like newsletter access and discounted event tickets.”
  • Financial Accounts: “Membership Fees – Basic” (Income)
  • Deductible: Potentially a small portion (check with tax advisor)
  • Enabled: Yes
• Financial Type Name: “Sustaining Member”
  • Description: “Offers all basic benefits, plus exclusive member events and voting rights.”
  • Financial Accounts: “Membership Fees – Sustaining” (Income)
  • Deductible: Potentially a small portion (check with tax advisor)
  • Enabled: Yes
• Financial Type Name: “Patron Membership”
  • Description: “Includes all benefits of Sustaining Members, plus special recognition and invitations to patron-only events.”
  • Financial Accounts: “Membership Fees – Patron” (Income)
  • Deductible: Potentially a small portion (check with tax advisor)
  • Enabled: Yes

By setting up financial types for different membership tiers, the historical society can easily track membership income and tailor benefits accordingly. This can incentivize higher membership levels, providing a sustainable funding stream for the organization.

Event Fee Management with Differentiated Pricing for Members and Non-Members (Chamber of Commerce)

Examples

• Financial Type Name: “Business Expo Booth Fee (Member)”
  • Description: “Fee for Chamber members to showcase their products or services at the expo.”
  • Financial Accounts: “Event Fees – Expo (Member)” (Income), “Expo Booth Rentals” (Expense)
  • Deductible: No
  • Enabled: Yes
• Financial Type Name: “Business Expo Booth Fee (Non-Member)”
  • Description: “Fee for non-Chamber businesses to participate in the expo.”
  • Financial Accounts: “Event Fees – Expo (Non-Member)” (Income), “Expo Booth Rentals” (Expense)
  • Deductible: No
  • Enabled: Yes
• Financial Type Name: “Annual Chamber Luncheon (Member)”
  • Description: “Ticket fee for Chamber members to attend the annual luncheon.”
  • Financial Accounts: “Event Fees – Luncheon (Member)” (Income), “Catering Costs” (Expense)
  • Deductible: No
  • Enabled: Yes

With separate financial types for member and non-member event fees, the Chamber can encourage membership by offering discounted rates. This can be a valuable benefit for businesses and a reliable source of income for the Chamber.

The ‘New Payment Form’ feature in the Finance module of Retention CRM allows Associations, Chambers of Commerce, and Nonprofits to create online payment forms specifically tailored to their financial needs. These forms can be easily embedded on their websites, allowing payers (members, donors and other constituents) to pay directly through a secure online platform.

This feature offers several benefits:

• Increased payments: Online forms simplify the payments process, potentially leading to more payments.
• Reduced Administrative Costs: Automating payments processing saves time and resources compared to manual methods.
• Improved Financial Management: Retention CRM integrates payments data with constituent information, providing valuable financial insights.

How to Use ‘New Payment Form’ Feature in Association Management

Add a New Payment Form

Let’s break down the fields and settings in the context of a nursing association:

• Public Title & Title: These define what payers see (e.g., “Support Our Nurses”) and the internal reference for the association.
• Financial Type: This specifies how the payments should be categorized (e.g., “payments – General”). Retention CRM may have pre-defined options or allow for customization.
• Campaign: This allows linking payments to a specific campaign (e.g., “Annual Scholarship Fund”).
• Allow payments on behalf of an organization: This enables payers to pay in someone else’s name, valuable for membership drives.
• Introductory & Footer Messages: These sections allow adding messages to the payments form (e.g., thanking payers and highlighting the association’s mission).
• Goal Amount: Set a target amount to motivate payers.
• Start & End Date: If the payments drive is time-bound, set these dates.
• Honoree Section: Enable this for recognition gifts (e.g., payments in honor of a nurse).
• Confirmation Page & Social Sharing: These options enhance the payer experience and potentially increase payments through social media sharing.
• Active Page: This ensures the payment form is visible to the public.

By utilizing these features, a nursing association can create a user-friendly online payments form, streamline financial processes, and gain valuable insights into their payers’ base.

More Use Cases for Associations, Chambers of Commerce and Nonprofits

Use Case for Non-Profit: Animal Shelter

Scenario: A non-profit animal shelter, “Happy Paws Haven,” wants to create an online donation form to raise funds for their new “Canine Care” program. They plan to use Retention CRM’s New Payment Form functionality to design a user-friendly form that encourages donations and captures valuable payer information.

New Payment Form Design

• Public Title: Help Happy Paws Care for Our Canine Companions!
• Financial Type: Donation – Canine Care Program
• Introductory Message: “At Happy Paws Haven, we believe every animal deserves a loving home. Our new Canine Care program provides vital medical care, rehabilitation, and training for abandoned and neglected dogs. Your tax-deductible donation will help us give these deserving pups a second chance at happiness!”
• Goal Amount: $25,000 (to cover the program’s expenses for the next quarter)
• Honoree Section: Enabled (allows payers to make contributions in honor of a special pet or veterinarian)
• Images: Throughout the form, include high-quality pictures of happy dogs who have benefited from the Canine Care program.
• Social Sharing: Enabled (encourage payers to share the donation form with their friends and family on social media)

Benefits:

• The user-friendly and informative form will encourage donations towards the specific Canine Care program.
• Capturing payer information through Retention CRM allows Happy Paws Haven to personalize future communication and build stronger relationships with their supporters.
• The social sharing option can significantly expand the reach of the donation drive.

Use Case for Chamber of Commerce: Local Business Advocacy

Scenario: The Tokyo Chamber of Commerce (TCC) aims to raise funds for a new initiative that provides legal advocacy and resources to small businesses facing regulatory hurdles. They decide to leverage Retention CRM’s New Payment Form to create a targeted form for accepting online and secure payments.

New Payment Form Design

• Public Title: Support Tokyo’s Small Businesses!
• Financial Type: Donation – Small Business Advocacy Initiative
• Campaign: KCC Small Business Advocacy Campaign
• Target Audience: Set the form to be displayed only when visitors from Tokyo access the TCC website (possible through Retention CRM’s targeting features).
• Introductory Message: “Tokyo’s vibrant business community is the backbone of our economy. However, many small businesses struggle with complex regulations. Your payment to the TCC Small Business Advocacy Initiative will help us provide legal assistance, resources, and workshops to empower these businesses to thrive.”
• Company Recognition: Offer the option for payers to have their company logo displayed on a “Supporters” page on the TCC website (incentive for larger payments).

Benefits:

• The targeted donation form ensures the message reaches the most relevant audience – Tokyo-based businesses that might benefit from the initiative.
• By linking the donations to a specific campaign (“TCC Small Business Advocacy Campaign”), the TCC can track the initiative’s progress effectively.
• Recognizing payers through company logos publicly demonstrates the TCC’s appreciation and potentially attracts further payments.

Use Case for Association: Alumni Scholarship Fund

Scenario: The Alumni Association of a prestigious engineering college in Tokyo wants to establish an online donation form to raise money for their scholarship fund that supports underprivileged students. Retention CRM’s New Payment Form provides the perfect platform to design a compelling form.

New Payment Form Design

• Public Title: Invest in the Future of Engineering – Alumni Scholarship Fund
• Financial Type: Donation – Alumni Scholarship Fund
• Allow Payments on Behalf of Another Person: Enabled (allows alumni to donate scholarships in honor of mentors or professors)
• Video Message: Include a short video featuring past scholarship recipients expressing their gratitude and highlighting the impact of the program on their lives.
• Matching Gifts: Partner with local engineering firms who offer matching gift programs to incentivize larger donations from alumni currently employed by these companies.
• Recurring Donations Option: Allow payers to set up recurring monthly payments to provide sustained support for the scholarship fund.

Benefits:

• The compelling video message can effectively convey the impact of the scholarship program and encourage alumni to donate.
• The “payments on behalf of another person” option provides a meaningful way for alumni to honor influential figures in their engineering careers.
• Matching gifts and recurring donations can significantly increase the total funds raised for the scholarship program.