Setting up automated subscription/invoices

[Buddha Buck]

When I was treasurer for my makerspace, I worked by making an invoice per
member, per month, usually in advance. That way, their monthly payments get
assigned to their oldest, unpaid, month by default, and excess payments get
applied to future invoices as desired.

It's a bit of a pain adding 50 invoices a month, so what I ended up trying
to do was to import the invoices from a CSV file that I could generate from
our membership database. The idea (not fully implemented) was to be able to
generate on the 1st of the month a CSV file containing all the membership
invoices for the month and import them that way.

The membership application that I was working on for our makerspace is at
https://github.com/ithacagenerator/IGMembers if you want to look at it.
It's in the form of a Rails application. Feel free to fork it if you find
it useful. We haven't worked on it in a couple of years, but we may start
working on it again.



On Sun, Feb 19, 2017 at 12:12 PM Daniel Near <dan.e.near at gmail.com> wrote:

> I'm new to gnucash and took over the role of bookkeeper for a makerspace.
> I've figured out how to create users as customers, create invoices and
> apply payments towards them.  But I'm not entirely sure the best way to
> handle monthly subscriptions in the real world for accounting.  Our main
> operational role is for each member to pay a monthly membership fee.  When
> I started and needed to input the past year's payments, I created one
> invoice for the membership level at quantity 12, and manually applied
> payments towards it (modifying the payment amount to the actual monthly
> amount, since gnucash automatically tries to pay-in-full against the
> invoice)  Is there a simpler way to make this more fluid - both in set up
> and in reporting (I'd like to be able to budget forward each month, showing
> expected income).  I tried creating a single month's invoice and then
> scheduling that to occur monthly, but it doesn't work as intended.. The
> first month's payment completes the invoice and there's nothing to apply
> the second payment against. it would be nice if when I go to apply a
> payment, it automatically comes up with the right monthly amount and an
> invoice to pay it against. I'd greatly appreciate any pointers of sites I
> can dig through (Tried Youtube and Google.. most seem to refer back to
> other bookeeping applications)
>
> --
> Daniel Near
> dan.e.near at gmail.com
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