Club Base Cloud carries the work that otherwise hangs on one evening a year. A fee run turns your membership list into invoices, and the invoices into a SEPA direct debit file for your bank. A member portal that opens at the pitch. And a donor database your membership office can never open.
| Member | Fee category | Pays by |
|---|---|---|
| 00042 · N. Brandt | Adults | Direct debit |
| 00043 · L. Kunze | Youth up to 18 | Direct debit |
| 00044 · A. Seidel | Adults | Application open |
| 00019 · W. Zimmer | Honorary member | exempt |
Every name and figure on this page belongs to an invented club.
Most club software solves one of these three properly and treats the other two as an afterthought. Club Base Cloud is built for all three at once — because a club depends on all three at once.
The membership list becomes invoices, and the invoices become a direct debit file in pain.008 — the format every German bank accepts. First and recurring collections get their own blocks with their own due dates, the date never lands on a weekend or a TARGET holiday, and umlauts are transliterated into the SEPA character set before the bank rejects the file.
The portal pages load without a framework and without a bundle — at the pitch, in the clubhouse, and on a five-year-old phone. Saying yes to a date is one tap, not three. Every member sees their own dates, their own fees, and keeps their own address up to date.
Donors live in their own database, on their own connection, behind their own role circle. A coach with access to the member list cannot see who gives what — not because a query hides it, but because their connection does not know those tables. The annual German donation receipt (§ 50 EStDV) is issued from the same data.
This is the interface, rebuilt here so you can click through it before you talk to anyone. If you would rather click in the real thing: the demo club runs at demo.clubbasecloud.com.
Every figure here leads to the list behind it. A metric you cannot open is decoration.
| No. | Name | Fee category | Status | Pays by |
|---|---|---|---|---|
| 00019 | Werner Zimmer | Honorary member | Active | exempt |
| 00042 | Nina Brandt | Adults | Active | Direct debit ···· 0031 |
| 00043 | Leon Kunze | Youth up to 18 | Active | Direct debit ···· 0044 |
| 00044 | Ayse Seidel | Adults | Application | mandate still missing |
| 00051 | Marek Roth | Adults | Active | Bank transfer |
| 00058 | Uwe Reinhardt | Adults | Paused | Direct debit ···· 0067 |
"Direct debit" without a mandate collects nothing. That is why the mandate sits beside the payment method and not on a second screen.
| Fee category | Fee | Members | Open |
|---|---|---|---|
| Adults | 120,00 € / Jahr | 96 | ✓ |
| Youth up to 18 | 60,00 € / Jahr | 54 | ✓ |
| Family | 200,00 € / Jahr | 18 | ✓ |
| Supporting | 40,00 € / Jahr | 14 | ✓ |
| Honorary member | 0,00 € | 2 | — |
Raise a fee and this one row changes. Invoices already issued keep their amount all the same — the invoice copies it when it is issued.
"143 of 168" without the missing 25 is not information, it is a search task.
The name appears without umlauts in the file: the SEPA character set has no ü and no ß, and the bank rejects the whole file, not the one line. 15 July was a Wednesday — had it fallen on a TARGET holiday, the date would have moved on by itself.
The collection is only booked once the money is on the bank statement — not when the file is created.
| No. | Member | Amount | Due | Status |
|---|---|---|---|---|
| B-2026-00019 | Nina Brandt | 60,00 € | 15.01.2026 | Paid |
| B-2026-00022 | Sven Hartwig | 60,00 € | 15.01.2026 | Returned |
| B-2026-00027 | Marek Roth | 60,00 € | 15.01.2026 | Overdue |
| B-2026-00031 | Katrin Schuster | 100,00 € | 15.07.2026 | Open |
The returned debit is reversed, not deleted: the invoice is open again and the record of the collection stays. Without it, the return fee has nothing to attach to.
| Division | Team | People | Dates |
|---|---|---|---|
| Fußball | First team | 23 | 18 |
| Fußball | U15 | 16 | 12 |
| Turnen | Parent & child gym | 31 | 9 |
| Schwimmen | Competition group | 14 | 11 |
Coaches who are not members themselves still sit in the squad — that is the only way they see the dates. In the admin panel a coach sees their own teams plus the dates that concern the whole club.
| When | What | Team | Responses | Attendance |
|---|---|---|---|---|
| Mi, 15.07. 19:00 | Training | First team | 16 ✓ · 3 ✗ · 2 ? | — |
| Sa, 18.07. 15:00 | League match v SV Beispieldorf | First team | 19 ✓ · 2 ✗ · 1 ? | — |
| Mi, 08.07. 19:00 | Training | First team | 18 ✓ · 2 ✗ · 1 ? | 21 |
| Fr, 25.07. 19:30 | General meeting | Whole club | 62 ✓ · 8 ✗ · 14 ? | — |
Responses and attendance stay separate. Whoever says yes and does not turn up is exactly the case a coach wants to see — one shared column would swallow it.
Three buttons: in, can't, not sure. A second answer changes the first. After the deadline it is closed, because by then the coach has picked the squad.
| No. | For | Due | Amount | Status |
|---|---|---|---|---|
| B-2026-00019 | Membership fee, 1st half 2026 | 15.01.2026 | 60,00 € | Paid |
| B-2026-00108 | Membership fee, 2nd half 2026 | 15.07.2026 | 60,00 € | Open |
Collected by direct debit from ···· 0031. Every member being able to see this spares the treasurer half of all queries.
Email, phone and address are changed by the member — they know best. Member number and fee category stay with the club, otherwise the fee schedule would be self-service.
| Date | Donor | Purpose | Amount | Status |
|---|---|---|---|---|
| 12.02.2025 | Elektro Musterlicht GmbH | New pitch | 500,00 € | On the account |
| 12.03.2025 | Andrea Wieland | Youth work | 50,00 € | On the account |
| 12.05.2025 | Bäckerei Sonnenfeld | Youth work | 250,00 € | On the account |
| 12.08.2025 | Elektro Musterlicht GmbH | New pitch | 500,00 € | Announced |
Only what is on the account goes onto a receipt. Anything else would be an incorrect confirmation — and the club is liable for that.
Once issued it never changes. The legally required duplicate (§ 50 (7) EStDV) is the encrypted snapshot in the database; the PDF is derived from it each time. If the club moves in 2029, the 2025 duplicate still shows the 2025 address.
Its own connection and its own database per club. A coach with access to the membership list cannot see the right-hand side — not because a query hides it, but because their connection does not know those tables. Delete a club and its donor database goes with it.
Every name, figure and amount belongs to TSV Musterstadt 1897 e. V. — a club that does not exist. Even the account numbers are arithmetically valid and still impossible: the bank code 00000000 is assigned to no bank.
Not a general contact manager with a club skin. Every point here is in because a volunteer board depends on it — one that does this beside a full-time job.
Person and membership sit in one form, because in a board member's head they are one thing. Member numbers are drawn gaplessly; application, admission, pause and resignation are states with permitted transitions rather than a free-text field.
A public page where somebody can apply without printing a PDF. What it creates is explicitly an APPLICATION — the board decides on admission, exactly as your statutes say. It arrives in the membership list with a counter beside it.
Adults, youth, family, supporting, honorary — with your amounts and your billing rhythm. Raise a fee and one row changes. Invoices already issued keep their amount, because the invoice copies it.
Look, issue invoices, create the direct debit file. The preview says in advance who gets what, and it costs nothing. Pressing the button twice creates nothing twice — and that is not just in the code, it is a unique key in the database.
Every IBAN is checked against its check digits as it is entered; a transposed digit never reaches the bank. The mandate reference carries the member number, so a returned debit can be traced without a database. An account change creates a new mandate and starts again as a first collection — exactly what the payer's bank expects.
When money comes back, the payment is not deleted but reversed: the invoice is open again, and the record that a collection happened stays. Without it, the return fee has nothing to attach to.
Two levels — a division, and beneath it a team or group. Coaches who are not members themselves still sit in the squad and see the dates. In the admin panel a coach sees only their own teams, plus the dates that concern the whole club.
After training the coach ticks who came. Whoever is ticked nowhere is explicitly recorded as absent — a missing row would mean "not recorded", which is something else. Responses and attendance stay separate: whoever says yes and does not turn up is exactly the case a coach wants to see.
When a resignation is recorded, an existing SEPA mandate is revoked in the same operation. A direct debit without a mandate is the most expensive mistake in this area — and the easiest one to forget.
Most of your members open this on a phone, between the changing room and kick-off, on one bar of signal. That was a build requirement, not an afterthought.
The portal pages carry no framework and no bundle. They load over a poor mobile connection and on an old phone.
Three buttons — in, can't, not sure. A second answer changes the first instead of adding one. After the response deadline the answer is closed, because by then the coach has picked the squad.
Every member sees their invoices, what is outstanding, and which account it is collected from. That spares the treasurer half of all queries — and the member the feeling of not knowing something.
A move, a new number, a new address: the member knows that best. Member number and fee category stay with the club — otherwise the fee schedule would be self-service.
The portal carries a no-index marker. A club's membership list belongs in no search index, and a club should not have to hope for that.
Fee collection is where club software is either worth its money or creates work. So here is what is actually built — not what sounds good.
The older version, not the newer one: the German DFÜ agreement has listed pain.008.001.02 for years as the format accepted everywhere. A club that cannot upload its file has no software.
The file goes to the bank — and the statement comes back. Upload it as CAMT.053 from your online banking: payments and returned debits book themselves, because the invoice number travelled with every single collection as its end-to-end reference. Nothing is guessed from amounts and names, and whatever cannot be assigned is listed by name instead of quietly disappearing.
A newly admitted member is a first collection in the same run in which everyone else is a recurring one. Each gets its own payment block with its own lead time and its own due date.
A direct debit is only executed on a TARGET business day. Put 1 May in the file and it comes back. The system knows weekends, New Year, Good Friday, Easter Monday, 1 May and the Christmas days — and works out Easter itself rather than relying on a PHP extension that may be missing on a host.
The SEPA character set has no ü and no ß. A "Müller-Löwenstein" in the squad is not an edge case, it is the normal case — and the bank rejects the WHOLE file, not the one line. Names and remittance text are transliterated and cut to the permitted length.
"27 of 30" without the missing three is not information, it is a search task. Before the file is created, the excluded members are listed by name and reason: pays by transfer, no valid mandate, mandate unused for over 36 months.
An invoice already in one file never enters a second. And the collection is only booked once the money is on the bank statement — not when the file is created. Book on creation and you have a cash book showing money that never arrived.
Most club software keeps donors in the same database as members and separates them with a permission. But who gives how much is the most sensitive figure in a club — and a permission is a row somebody can change.
Donors sit on their own connection, in their own database per club. The office's session does not know those tables — even the board reaches them only through the fundraising role.
A donor's postal address is stored encrypted. The server can read it, because the receipt needs it; a stolen dump cannot.
One receipt per donor and year, with the total in figures and in words, every single gift itemised in the annex, and the reference to the club's charitable status. Once issued it never changes — a correction is a notification to the tax office, not a field update.
For sports clubs, membership fees are not tax-deductible under § 10b (1) sentence 8 of the German Income Tax Act. That is a switch in the club settings, not a decision in the code: music, heritage and carnival clubs may confirm them, sports clubs may not.
The legally required duplicate (§ 50 (7) EStDV) is the encrypted snapshot in the database; the PDF is derived from it each time. That way no donor's address in plain text rests on disk. Your tax adviser checks the wording before the first real receipt goes out.
Drag the slider to your membership. Two figures grow with it, the third does not — and that is the difference from a list in your online banking.
Assuming 85 % pay by direct debit — the rest transfer or pay cash and appear by name in the exception list.
Club Base Cloud is new, and we say so openly. The core — members, fee run, SEPA file, portal, donations — was built and covered by a test suite before we spoke to a single club. What is still missing is written on the "Data" page, not glossed over in a meeting.
The first year free or nominal. In return, agreed in writing:
About ten minutes. None of it is compulsory.
We ask what club administration costs you today across all your tools, and propose something below that. Three things are already settled:
One more member or one more division does not make the bill grow. A club that grows should not be punished for it.
Fees and donations go to your account under your own creditor identifier. No money flows through us — so there is nothing for us to take a share of.
Members, fees, payments and dates come with you in full. An exit that creates work is a contract by other means.
Club Base Cloud is not the side project of an agency that mainly builds websites. It is the third system in the Base Cloud line — and the other two already run with real users.
Church management with service plans, groups, giving and its own member app in two app stores. Club Base Cloud's fee collection stands on the giving module that has been moving real money there for months.
Take a look ↗For bible colleges and seminariesStudent records, a course platform and fundraising. That is where the engine comes from — built deliberately neutral, so person, fee, invoice and donor carry a club just as well.
Take a look ↗Ten questions about your membership records, your fee collection and your statutes. Answer them and we will say honestly whether Club Base Cloud fits you — including when the answer is no.
Answer the 10 questions