Potential Answer to Lodge Dues Administration? FreshBooks

FreshBooks

I started using this new invoicing tool for my business and truly believe it would have fantastic practical uses for lodge administration.  It will require you to look at it and review it against your needs, but I strongly believe it has potential and a lodge leader would do well to look at it.

The solution I found is a refreshing program called FreshBooks.  There are various advantages and disadvantages when using this product.  But in my mind the advantages greatly exceed the disadvantages.  After realizing that one of the most typical downfalls of a lodge is either administration of, collection of and/or members then paying their dues, I think a service such as this is timely.  It makes the jobs of secretary and treasurer easier, creates a papertrail for audit and prevents people from falling through the cracks, among other things…

Here is my quick analysis of the advantages and disadvantages of the product…

Advantages:

• Automate Dues collection: Streamline your lodge through recurring invoices that automatically send out dues reminders by email and allow them to remit cheques, or even online payment.   Optional: Set up auto-billing to automatically charge your members credit card (available but not suggested for lodges, might be good for your business though)
• Impress your members: Look like a pro-secretary and impress your members by giving your members online access to their invoices and account history (i.e. dues payment history and any other items you collect for in lodge such as initiation fees and charitable gifts).  Then they will know if they are behind on their dues and pay accordingly.  Instead of forgetting month over month, or never paying at all.  The worst case in lodge finances is a brother who fails to pay and lapses.  If we can prevent that from happening more frequently then this is worth it right there.
• Option to collect online payments: According to Freshbooks 2007 User Survey their users get paid on average 14 days faster after starting to use FreshBooks. How do they do that? By allowing clients to view and pay invoices online without any hassle.  Now you can let your lodge members do the same.  They will no longer have the excuse, valid or not, that they keep forgetting their checkbook at home.
• Stop stuffing envelopes!: For a nominal fee send snail mail invoices straight to your members.  Each invoice is printed with your lodge logo and includes a return envelope for the members convenience.  So you flag the members who are not on e-mail or prefer regular mail and have FreshBooks do all the work.  And yes the Return envelope is included with a tear-away payment stub for your records and their convenience.  So there is a potential cost savings here as well as you can choose to email many people and they can print off PDF records as they wish, but the rest will get their dues notices as per normal in the mail.   This will be automated!
• Follow-ups:  No need to send out reminders to pay dues again… This system can be customized quickly and easily to do this for you.  I set mine to send out reminders at 15, 30 and 60 days after due as an example.  The default is 30, 60 and 90….
• Your data is backed up and secure: Your data is backed up in real time to three sources in two different locations, and backed-up to tape at an off-site location nightly. All facilities are SAS 70 compliant. All data is transmitted using 256-bit SSL encryption and stored behind firewalls.  So yes it may be more secure than your lodge filing cabinet in case someone is worried about confidentiality and security.
• No files to hand over:  With lodge officers changing, sometimes files get lost in transition.  This product would entail just sharing the login info and the new person just changes the password.  Even good if someone is heading out for an extended vacation and needs someone else just to watch over the finances of the lodge.
• Track Expenses:  The program also can track expenses but I have not used that functionality.
• Free Updates:  Unlike other software, this one get’s updated automatically as FreshBooks improves their product.
• Downloadable to Major Accounting Software:  The program can download it’s data directly to most major accounting softwares, such as Simply Accounting.
• Awesome Support:  I’ll only say this… They Pick-up the PHONE!!! As old-fashioned as that sounds.  You actually get a human.  That’s right… so far no big automated phone tree to surf through.  You call their toll-free number and an english-speaking North American-based staff member answers the phone to help you.

Disadvantages:

• Banking charges:  Yes it is true if members pay via credit card or paypal there may be a cost.  We call this a banking fee.  In business we look at these fees and consider them against not getting paid at all and getting paid much faster.  You can allow or disallow paypal as an option on your settings if you do not wish to assume that extra cost.
• Cost of FreshBooks: Anytime something costs money our members fret.  To alleviate this I have already contacted FreshBooks and negotiated a better deal for all lodges!  But let me remind you to also offset this cost with more timely dues payment, potential savings on mailing and printing expenses and potential for greater membership retention.

The Lodge Deal! (50% off on top-ups and a recommended package)

Anyone who knows me knows I like to negotiate the price of a toothpick.  Well in this case I negotiated a deal for all lodges, wherever they may be, that might be interested in this software.  They would have to sign up for the basic $14/month “Shuttle Bus” plan.  This gives them 1 user and 25 clients.  the 25 clients would be your “lodge members”.  Obviously lodges typically have more than 25 members.  You can add in an extra 500 clients for only $10/month (that’s 50% off) or 250 members for only $5/month.  These rates are half off the regular with our specific needs in mind.

It’s a simple 2-step process to get the Lodge Deal.

1. Sign-up (even just try it out first on the FREE version if you would like…)
2. Email me telling me you want the account set-up with “special lodge pricing”.  Please give me enough info so I can find your account.  PS- Yes, Special Grand Lodge and equivalent pricing is available as well, if interested.

I will contact Freshbooks from there and “make it happen”.

OR

Sign-up for a free account just to try it out and see if you like it. They give you enough room to try it out and set-up three clients with full functionality.  That’s how I started…

Full disclosure: I use FreshBooks for my business and have built a strong relationship with their team which is how I’m able to offer this rate to you.