Accounting and invoicing for clubs and non-profits
Membership fees, pitch hire, a club fête, grants: a club has many small money flows and a treasurer who is meant to keep it all in hand on the side. Saldiqo bills fees to all members at once, prepares direct debits and keeps the areas apart.
What comes up for clubs and non-profits
Fees for many members
Yearly or quarterly fees for 50, 200 or 1,000 members are a lot of effort that repeats every year.
Several areas
Sections, youth, club fête, catering: each area has its own income and expenses, and grants are often tied to a purpose.
Volunteers who change
The treasurer changes, the records stay. A system that is understandable without prior knowledge saves time at every handover.
Audit and transparency
Auditors and the board want to follow what money was spent on, without being able to change the entries.
How Saldiqo helps
- Invoice run for membership feesYou upload the member list as CSV and Saldiqo creates all fee invoices as drafts. After checking, you finalise them together.
- Direct debit with mandatesFor members with a mandate Saldiqo creates the SEPA direct debit file for online banking.
- Cost centres per sectionAssign income and expenses to sections or events and see in the report what each area brings in and costs.
- Open fees and remindersAfter the bank statement you see who has not paid yet and send a friendly reminder.
- Read-only role for auditorsAuditors and tax advisers get their own login with the read-only role, see receipts and reports and cannot change anything.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- Membership fee 2027, adults
- Membership fee 2027, juniors under 18
- Hall hire for the summer fête
- Entry fee for the tournament, single entrant
- Advert in the festival programme
- Joining fee
Tax and invoicing in Germany
What applies to invoices in Germany, in short. As of October 2026.
- VAT
- Standard rate 19 %, reduced rate 7 %. Which rate applies to which supply depends on the case. Saldiqo calculates each invoice line with the rate you pick.
- Small business scheme
- Under section 19 of the VAT Act (UStG) you charge no VAT as long as your turnover was at most €25,000 last year and is at most €100,000 this year. Saldiqo shows how much room is left and adds the note to your invoice.
- Mandatory details
- Under section 14 UStG every invoice shows a tax number or VAT ID, a consecutive invoice number, the date of supply and the recipient. Saldiqo checks this before you finalise an invoice. Small invoices up to €250 gross need fewer details.
- E-invoicing
- All businesses have had to be able to receive e-invoices since 1 January 2025. Issuing becomes mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in all cases. Small businesses under section 19 are exempt. Saldiqo creates XRechnung and ZUGFeRD.
- VAT return
- The advance VAT return goes to the tax office through ELSTER, by the 10th after the end of the period. You file monthly if last year’s VAT was above €9,000 and quarterly above €2,000. Saldiqo provides the figures; you file in ELSTER or through your tax adviser.
- Record keeping
- Keep invoices and accounting vouchers for 8 years, books for 10 years and business letters for 6 years. The period starts at the end of the calendar year.
- Late payment
- In the second half of 2026 the default interest rate is 10.52 % between businesses and 6.52 % towards consumers, plus a €40 flat fee that applies to businesses only. Saldiqo has reminder levels with deadlines and fees.
- Getting paid
- Every invoice carries a GiroCode (EPC QR) that customers scan with their banking app. You match payments by uploading the bank statement as CSV or CAMT.
- Tax adviser
- Cash-basis profit calculation (EÜR), a DATEV export and a separate login for your tax adviser are built in.
For clubs and non-profits in Germany
Non-profit clubs distinguish the idealistic area, asset management, purpose-related operations and commercial operations. With cost centres you can assign income and expenses so that the separation stays traceable later. The tax classification you clear with your tax adviser.
Frequently asked questions
Can I bill fees to all members at once?
Yes. With an invoice run you create all invoices as drafts from a CSV file and finalise them together. Afterwards you see who has paid.
Does Saldiqo create donation receipts?
No. Saldiqo does not create donation receipts. It is for fees, invoices, expenses and payments.
Can I keep the areas of the club apart?
Yes, with cost centres. You assign income and expenses to a section or a fête and see the report per cost centre. How you separate the tax areas, you clear with your tax adviser.
Do clubs and non-profits in Germany have to charge VAT?
Yes, unless they qualify as small businesses under section 19 UStG. That applies when turnover was at most €25,000 last year and is at most €100,000 this year. The limit is hard: VAT is due on the sale that takes you over it.
Do clubs and non-profits in Germany need e-invoicing?
Every business must be able to receive e-invoices since 2025. Issuing is mandatory from 2027 if last year’s turnover was above €800,000, and from 2028 for domestic business-to-business sales in general. Small businesses, invoices up to €250 and tickets are exempt. Private customers still get a normal invoice.
How long do clubs and non-profits have to keep invoices?
Invoices and vouchers for 8 years, books for 10 years and business letters for 6 years, counted from the end of the calendar year. You can store receipts digitally in Saldiqo. The legal duty to keep records and to document your procedures stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.