Accounting integration for sports clubs
Club accounting usually happens in two places at once: in the club and at the accountant's. Klubio syncs invoices, payments and prepayments with Merit Aktiva, Excellent Books, SmartAccounts or SimpleBooks automatically, in both directions and with no double entry.
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The accounting data is created in Klubio and moves into your accounting software
Two-way synchronisation
Invoices created in Klubio reach your accounting, and payments recorded there come back into Klubio.
Invoices, credit notes and payments
Sales invoices, credit notes, payments and prepayments all sync. The customer record is created in your accounting automatically when needed.
Prepayments on their own account
A prepayment can be posted to a separate advances account, so it doesn't disturb the real bank balance.
Account and VAT mapping
You set once which income account membership fees post to, which bank account maps to which ledger account, and which VAT rates apply.
Supported accounting software
Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks, among others. The list keeps growing, and you'll see the current one when you create an account.
Bank statements as well
On top of the integration you can import bank statements (SEB, Swedbank, LHV) straight into Klubio.
How the sync works together with your accountant
In most clubs it goes like this: the club manager keeps records in one place, the accountant in another, and at month-end the spreadsheets get compared. Klubio's integration turns that into one continuous flow.
Invoices flow into accounting on their own
When Klubio creates a membership invoice, the same invoice appears in your accounting software: with the right account, the right VAT rate and the right customer. The customer record is created automatically when needed. Company and private invoices are told apart by registry code. If you prefer, the invoice can be issued either to the payer or to the athlete, so the accounting shows what the club expects.
Payments come back
When the accountant records a payment, the invoice is marked paid in Klubio too, and the other way round. Prepayments travel in both directions as well, and they can be posted to a separate advances account so they don't disturb the real bank balance. Card payments, Stebby and online payments carry across with the right payment method attached.
Account mapping is done once
During setup you choose which income account membership fees post to, and which bank account maps to which ledger account. VAT rate mapping is settled in the same pass. If you want the invoice number to come from your accounting, Klubio takes it from there and shows it on the invoice PDF as well. After that the sync runs in the background, with no file uploads and no double entry.
A non-profit club with an external accountant
A typical setup: the club is a non-profit and bookkeeping is done by a bureau that works in Merit Aktiva.
- Klubio sends 120 membership invoices at the start of the month, and all of them appear in Merit at the same moment.
- 95 payments arrive within a week; reference numbers match them in Klubio and the sync carries them to Merit.
- One parent paid three months in advance, and the prepayment shows in both systems on a separate advances account.
- The accountant never has to ask what an invoice is for: descriptions, accounts and VAT are already right.
The month-end spreadsheet comparison disappears: both sides look at the same truth.
Sports club accounting, beyond the sync
Accounting in a sports club starts with obligations, not integrations: as a nonprofit the club records its transactions, keeps the documents and files an annual report every year. In a small club a service provider often does this work; the club's own job is to hand the bookkeeper clean source documents.
Klubio's role in that chain is to keep membership invoices, payments and discounts in one system and pass them to the accounting software without manual re-entry.
How it works
Connect your account
Enter the connection details for your accounting software. Merit asks for an API ID and key, Excellent Books for a username and company code.
Map your accounts
Choose which income account membership fees post to, and which bank account maps to which ledger account.
Sync runs in the background
New invoices and payments move on their own from then on. You get on with running the club.
Frequently asked questions
Does Klubio replace accounting software?
No. Klubio works alongside it. Klubio handles member billing and syncs the data to Merit Aktiva, Excellent Books, SmartAccounts or SimpleBooks, where your accountant carries on as usual.
What data is synchronised?
Sales invoices, credit notes, payments and prepayments, along with customer records and bank account mapping. The customer is created in your accounting automatically when needed, and a credit note is tied to the invoice it corrects. The sync is two-way: changes made in accounting come back into Klubio.
Does the integration suit non-profits?
Yes. VAT rates are supported, invoices can go to a company or to a private person with the registry code included, and the everyday needs of non-profits are covered.
Which accounting software does Klubio support?
There is a direct integration with Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks today, and more are being added. You'll find the current list under settings when you create an account. If your software isn't there yet, write to us: we build integrations based on what clubs actually use. In the meantime you can always export the data as CSV.
How fast can the integration go live?
Connecting takes a few minutes: you enter the connection details, map the accounts and the sync starts. Our team will help you set it up free of charge if you want.
Other features
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- Members & groupsYour whole membership, training groups, applications and contracts in one database.
- Schedules & attendanceTraining calendar, attendance marking and shared schedules for coaches.
- App for parents & athletesSchedules, invoices and notifications in the iOS and Android app, with the whole family on one account.
- Public club websiteA public club page, registration forms and a schedule widget for your own website.
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