Preparing for year-end doesn’t have to feel overwhelming. With a little planning and the right checklist, you can wrap up your billing, clean your data, and enter the new year with confidence.
This guide walks you through the key steps to close out your ChamberMaster/MemberZone year smoothly, including billing updates, financial reports, renewal readiness, and database cleanup. Work through each section at your own pace and use the resources linked throughout for deeper how-tos and support.
Use this checklist to ensure your team is aligned, your systems are accurate, and your members start the new year with a polished and professional experience.
Year End Checklist
1. Review Chart of Accounts:
- Review your chart of accounts to ensure that all names of accounts in CM/MZ match names in your accounting software.
- De-activate any accounts that you are no longer using (DO NOT DELETE) to clean up your database
- Knowledge Base articles:
2. Review Fee Items:
- Do you need to increase your prices and/or change descriptions?
- De-activate any fee items that you are no longer using (DO NOT DELETE) to clean up your database
- Knowledge Base articles:
3. Update Your Membership Application
- If you have changed pricing for your membership dues, the change will not automatically update the Membership Application.
- Knowledge Base articles:
4. Review Member Data for Billing Completeness:
- Generate a Custom Member report to check for Fee Schedules, Fee Items, Renewal Month, Billing Contact
- Update Member Billing details if necessary
- If using ePayment, use the ePayment Fee Assignment Report to verify credit card expiration dates
- Knowledge Base articles:
5. Review/Manage Past Due Invoices:
- Generate the Invoice Summary report to identify and resend Overdue Invoices
- Generate Collections Report
- Generate Collections Letters
- Review Open Credits/Unapplied Payments
- Write-off Invoices as needed
- Knowledge Base articles:
6. Generate Invoice Batches
- Generate Invoices for Membership Dues
- Review Invoice list for Events & One-time Fees to determine if invoices need to be generated to complete the year’s billing
- Knowledge Base articles: