When working in a modern association, the ability to manage and reconcile revenue accurately and efficiently is more than an administrative necessity—it’s a strategic imperative. As associations juggle multiple revenue streams—from event registrations and membership dues to training programs and the various services you offer—the complexity of managing these transactions becomes unwieldy.
Yet many associations still rely on manual processes to sync up disconnected systems, creating friction between teams, delaying reconciliations, and increasing the risk of imbalanced revenue reports.
This is where Engagifii steps in. Our platform is purpose-built to streamline the entire registration-to-reconciliation journey, reducing inefficiencies and empowering associations with greater control and visibility over their financial operations.
The Complex Revenue Sources of Modern Associations
Associations today no longer rely solely on membership dues. According to research from the American Society of Association Executives (ASAE), non-dues revenue often accounts for just over 50% of total revenue for many organizations. That means that a dramatic percentage of the funds an association relies on to accomplish its mission has to come from somewhere else! Other prominent revenue streams include:
✔ Event registrations (conferences, workshops)
✔ Training and continuing education
✔ Digital products and services
✔ Sponsorships and advertising
✔ Fundraising and donations
Each of these revenue sources comes with its own billing logic, registrant information, accounting needs, and reporting nuances. Without a centralized system, finance teams are left juggling multiple spreadsheets, reconciling manual entries, and struggling to generate accurate reports on time.
Why Financial Workflow Automation Matters
The registration process is often the first interaction members and non-members have with your association’s financial systems. And it’s “death by a thousand cuts,” with lots of registrations coming in one at a time from buyers across your entire database. A poor experience with confusing invoices, lack of group registration and billing, or delayed receipts can negatively impact both satisfaction and timely payments.
But the challenges don’t stop there. On the back end, finance and operations teams must:
✔ Accurately generate invoices based on registration data
✔ Manage line-item accounting and type-based invoicing rules
✔ Send reminders for outstanding invoices
✔ Record and reconcile payments received
✔ Export financial data to the accounting system
These steps can quickly become bottlenecks and error-prone when handled manually. That’s why more associations are adopting integrated association management platforms (AMS) like Engagifii, where revenue tracking is not an afterthought—it’s embedded in the workflow.
Introducing Engagifii’s Revenue Workflow
Not all event attendees are the same. Members, non-members, exhibitors, and sponsors all require different registration workflows, but many association platforms treat them as one-size-fits-all.
We’ve partnered with the financial teams of several associations to help us understand how association finance works and created a financial workflow that is carefully designed to serve the needs of membership-based organizations, delivering transparency, flexibility, and automation across the entire transaction lifecycle.
Here’s how it works—step by step.
1. Seamless Registration with Embedded Invoicing
Whether your association is hosting a one-day workshop, a multi-session training program, or a large-scale conference, Engagifii handles registrations with ease. As users register—either individually or as part of a group—the platform automatically generates invoices tied to the specific transaction.
The system supports:
- One invoice per registrant or group registrations with consolidated billing
- Real-time invoice generation at the time of registration
- Assign billing contacts to organizations for automated notifications.
This saves staff time and eliminates errors caused by duplicate or missed invoices. No one has to walk across the proverbial hall to beg Accounting to invoice a long list of registrants—it’s already done.
2. Line-Item Detail and Transactional Clarity
Once an invoice is created, you can dive into the granular details of every line item, including:
- Associated item: Event, bundle, class, or session
- Linked registrant or organizational entity
- Applicable accounting codes are set by you and automatically assigned to the invoice
- The person who registered the people is clearly designated
This structure ensures that each transaction is not just an invoice or payment, but a traceable financial event, ready for reporting, auditing, or reconciliation.
3. Apply Payments and Track Balances with Ease
Payments can be recorded directly against invoices within Engagifii—either individually or as part of a payment batch.
💡 Think of a stack of checks in the mailbox after an event. Engagifii lets you process them together as a batch, applying them across multiple invoices for different contacts or organizations.
Not only does this speed up processing but it also ensures accurate reporting by maintaining connections between invoice, registrant, and payment source.
4. Streamlined Collections, Reconciliation, and Accounting Export
Engagifii includes a built-in Aged Trial Balance (ATB) report that helps finance teams identify overdue invoices and outstanding balances at a glance. From within the platform, users can also send invoice reminders in bulk, closing the loop on collections without needing to export data to external tools.
Once payments have been processed, Engagifii makes it simple to:
- Export transactions to Excel (invoice-level or line-item)
- Apply type-based invoicing rules (dues, training, services, etc.)
- Export in a format ready for your accounting software
A QuickBooks Online (QBO) integration is also coming soon, further reducing manual reconciliation steps and data re-entry.
Ready to Simplify Your Revenue Workflows?
Join us for our upcoming webinar: Track It, Report It, Reconcile It: Registration Revenue Simplified, where we’ll walk through a live demo of these capabilities, share best practices, and show how associations like yours are transforming their financial workflows.
