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Payroll deductions, where membership fees sneak out of a paycheck before anyone even misses them. In this lesson, we'll show you how SwiftFox takes the complexity out of them. We'll cover what payroll deduction is, how to set a member up for it, and how to process a payroll deduction batch.

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Think of it as your organisation's automatic collection system. A members fees are taken straight from their salary by their employer, who sends the payments to you in one neat package, along with a list showing who paid what. We'll call that a remittance list. SwiftFox keeps the whole thing simple and traceable, so you can focus on your members. Before you set anyone up, the employers who pay on your members behalf need to exist as payers.

00:00:49:37 - 00:01:06:21
In settings, search for and select Payers. This is where the pay is used for payroll deduction and managed. Select Add payer. Give it a name and select create. That really is all there is to it and you only do it once per employer.

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Start on the members profile and open the financial tab. Under subscriptions, select Create Subscription. Choose your plan and choose Payroll Deduction as the payment method. Set the payment frequency and select proceed.

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Now link the member to their employer. Scroll down to the payer's tab at the bottom of the financial tab and select Add Payer. Pick the employer from the payer list and note this list is managed separately from the member's linked organisation. If that employer gives the member a payroll or employee reference, pop it in the reference field.

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It's optional, but it helps with matching when you process batches later. Select add and the payer appears in the table. A member can have more than one payer, each with its own reference.

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When that bulk payment lands from an employer, head to the payroll deduction section in the Action Center and select New Payroll deduction. Choose the employer who sent the remittance as the payer and optionally set the payment interval.

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Set two important dates the effective date when the payments apply to members accounts, and the received date when the money hit your bank account. Choose the payment method used and enter the total amount deposited.

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SwiftFox then asks for the remittance file. The spreadsheet listing each member and amount and it walks you through matching it. If the file has multiple sheets, pick the right one to import.

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Then set up the matching. Match on first and last name or a custom combination of fields, and skip any header rows that shouldn't be imported. If you get files in the same format often, save a mapping profile so SwiftFox loads that configuration automatically next time.

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SwiftFox then tries to match each row to a member. If one can't be matched, say they're a brand new member, you'll be told, and you can create their record before carrying on. As a final safety check, SwiftFox makes sure the total of all matched payments equals the amount received before it lets you process.

00:03:10:27 - 00:03:27:13
When everything lines up, select process. SwiftFox creates a receipt on each members profile for the right amount and effective date, and it applies to their invoice, paying it down and moving their paid-to-date forward. While logging the whole batch for tracking.

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And there we go. No wrestling with spreadsheets or chasing missing payments, just a streamlined system that keeps your records organised.

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You are set up to process those payroll deductions with confidence. And for more in-depth lessons, check out the finance course on the SwiftFox Academy.