Money

The Easiest Way to Collect Membership Fees Online

A plain-English guide for Australian community groups: how to collect membership fees online without chasing people or handling cash.

The easiest way to collect membership fees online is to send members a payment link they can click, pay, and be done with in under two minutes — no cash, no bank transfers, no chasing.

Most community groups switch to online fees because they are tired of collecting envelopes at the door or following up on unpaid renewals. The good news: it is simpler to set up than it looks, and it usually costs less than you expect.

Why cash and bank transfers cause problems

Cash gets lost, miscounted, or simply not handed in. Bank transfers require you to match deposits to names manually — and members often forget the reference. Both approaches mean someone (usually the treasurer) spends hours each renewal period doing admin that should not exist.

Online payments solve these problems because the money arrives labelled, the record is automatic, and the member gets a receipt without you doing anything.

What you actually need

You need three things:

  1. A way to take card payments (a payment processor like Stripe or Square).
  2. A way to send members a link to pay.
  3. A record that updates when someone pays.

Some tools bundle all three. Others require you to connect separate services. Either can work — the simpler the better for a volunteer-run group.

Step-by-step: setting up online membership payments

1. Pick a payment processor

Stripe and Square are the two most common choices for Australian groups. Both are reputable, work with Australian bank accounts, and charge around 1.7–2.5% per transaction. There is no setup fee for either.

If you are using a membership management platform (see below), it may come with a processor built in or pre-integrated.

2. Set your membership fee amounts

Decide your fee tiers before you build anything. Common examples for Australian community groups:

  • Single adult: $40/year
  • Concession:
0/year
  • Family: $70/year

    • Write these down. You will enter them into your payment tool.

    3. Create a payment request or payment page

    If you are using a platform like Swoop, you can create a payment request from Payments in the admin panel and it will generate a link to send to members. Members click the link, enter their card details, and pay. The record updates automatically.

    If you are not using a platform, you can create a payment link directly in Stripe or Square. This is free and takes about ten minutes.

    4. Send the link to your members

    Email is the most reliable channel. A simple message works:

    > "Hi [Name], it's renewal time. Click here to pay your $40 membership fee: [link]. Takes about two minutes."

    If you have a membership list with email addresses, you can do this in one batch.

    5. Track who has paid

    This is where most groups fall down. Without a system, you end up cross-referencing a spreadsheet against your email inbox. A basic tracker (even a spreadsheet) helps — but a platform that links payment records to member profiles is faster and less error-prone. See how to manage your membership list for more on keeping records tidy.

    What does it cost?

    Expect to pay the card processing fee (1.7–2.5%) plus any platform subscription. For a group of 80 members paying $40 each:

    Most groups find this cheaper than the time they spent chasing payments manually.

    Australia-specific notes

    Australian consumer law requires you to display the total price before someone confirms payment. Most platforms handle this automatically. Check that your payment page shows GST if applicable (most membership fees for non-profit groups are GST-free, but confirm with your accountant if you are unsure).

    If your group is incorporated, keep a record of income for your treasurer's report. Online payment platforms make this easy — you can export a transaction history at any time.

    ---

    Ready to stop chasing membership fees? Book a yarn with the Swoop team and we will walk you through how it works for groups like yours.

    Common questions

    Can I collect membership fees online without a merchant account?
    Yes. Services like Stripe and Square let you accept card payments without setting up a traditional merchant account. Most community group platforms include this built in.
    What fees should I expect when collecting payments online?
    Most card processors charge around 1.7–2.5% per transaction in Australia. Some platforms add a monthly fee on top. Always check the total cost before you commit.
    Do I need to send a receipt when someone pays their membership?
    It's good practice and members expect it. Most online payment tools send an automatic receipt by email, which saves you the effort.
    What happens if someone's payment fails?
    Most platforms retry failed card payments automatically. You should also get a notification so you can follow up with the member directly.
    Is it safe to collect payments online for a small community group?
    Yes, as long as you use a reputable provider. Never store card numbers yourself — use a platform that handles payment security for you.

    See how Swoop helps →

    ← Back to all guides