topic Re: Tracking Annual Membership in HubSpot for Nonprofits

Tracking Annual Membership

DMarty — Thu, 10 Feb 2022 15:17:26 GMT

We are a small non profit and are making the switch from spreadsheets to a CRM. I am new to HubSpot, but have used a number of CRMs in the past. One really common thing in non profits is the annual membership drive. This include five levels of membership, but also variable amounts. So level two is 250-499, level three is 500-999, etc. I feel like deals is the way to do this, but I do see away to address the variable about and how it would be reconciled at the end of the month with accounting.

I welcome thoughts, ideas and help.

Many thanks

Doug

Re: Tracking Annual Membership

karstenkoehler — Fri, 11 Feb 2022 06:04:01 GMT

Hi @DMarty,

Could you specify the part about reconciling this with accounting? Generally, this could be a simple dropdown property on the contact record or the deal record with multiple options for those levels. But it sounds like you want to get a specific report based on that?

Best regards!

Re: Tracking Annual Membership

DMarty — Fri, 11 Feb 2022 15:45:50 GMT

Thanks Karsten,

So what I am hoping will happen is that we get memberships (and other contributions) and those are entered into HubSpot, tied to the donor record. At the end of the month we would produce a donor report, but segment, which would have all the contributed income for the month. Accounting also receives the donations via checks and credit cards. In a very real sense, the number from the CRM should match the number that Accounting deposited. It is a check and balance thing. Today that happens in spreadsheets, but I wouldn't want to have to enter the data in HubSpot, then a spreadsheet, then accounting. Does that make sense?

Doug

Re: Tracking Annual Membership

karstenkoehler — Sat, 12 Feb 2022 07:02:56 GMT

Hi @DMarty,

Deals would definitely be the way forward then. You could store the variable membership amount in the Deal amount field. Deals would be associated to contacts and you could export deals whenever you need to.

HubSpot does not have a feature that auto-creates deals each month (or year) for recurring revenue. With a Professional subscription, renewal process can be managed via workflows. Without them, it would have to be a manual process of creating those deals when they renew.

You might also find this thread helpful.

Let me know if you have any follow-up questions!

Re: Tracking Annual Membership

twengler — Mon, 14 Feb 2022 14:59:10 GMT

We've built a membership renewal pipeline and a new member pipeline plus steps for member onboarding and warmup before renewal.

What accounting software do you use?

Re: Tracking Annual Membership

DMarty — Mon, 14 Feb 2022 20:17:40 GMT

Thank you for the reply. We use Quickbooks.

Do you have a monthly report from HubSpot for revenue?

Re: Tracking Annual Membership

twengler — Mon, 14 Feb 2022 21:17:09 GMT

HubSpot should track Sold numbers. AR and AP should be tracked in QB or whatever your accounting system is.

HubSpot is not an ERP or Accounting system.

Yes, you can report on all sales for the month in HubSpot.

Best to hire a Hub Spot partner to get this going for you.

The only downside... partner's don't work for free. But if you want this done right, hire a partner or HubSpot directly.