Membership renewals your members sign and pay
The annual fee and extras as a price table, one renewal bulk-sent to every member, an end date you can filter on, and nothing that renews by itself.
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Clubs, associations and member organisations use QuoteCloud to renew memberships: the annual fee and optional extras in a price table, bulk-sent as a personalised copy to each member (Essentials and up, volume-based costs), paid in full through Stripe or PayPal on signing, with an expiry date and the Expiring Soon filter for follow-up. Nothing renews or bills automatically.
Five membership cards laid out on a table from Paperbark Reading Trust (fictional), one for each member the 2027 renewal was bulk-sent to, each showing Member 2026, expires 31 Jan 2027. Two cards flip over to Member 2027, renewed and paid: Northgate Community Library ($737.00) and Eastwood Library ($814.00). Bayview Primary School and Riverside Playgroup have opened theirs, and St Brendan's School has been sent it. Tally: 2 renewed and paid, 3 still to decide. Nothing renews by itself.
Renewal season, from 60 days out to 31 January
How Sam, Paperbark's membership coordinator, might run renewals each year, and which part of QuoteCloud each step uses.
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60 days
Renewals sent
One renewal template, bulk-sent as a personal copy to every member, with next year's fee and extras.
Bulk send Essentials and up -
45 days
Questions answered
Members ask about training places or the story-time kit in a comment; Sam replies in the thread.
Comments -
30 days
Who's still deciding
The Expiring Soon filter lists the memberships that end on 31 January and haven't been renewed.
Expiry dates -
14 days
A personal call
Sam calls the members who opened their renewal but haven't signed, and leaves the rest a short note.
Tracking -
31 Jan
The membership ends
A membership that hasn't been renewed simply ends. Nothing renews or charges by itself.
No auto-renewal
Paperbark's own renewal plan, drawn by us: QuoteCloud doesn't send renewals, reminders or charges by itself. Each step is something the team does.
A renewal the member signs and pays
Try it: tick the story-time kit or untick the training places, and the annual fee and the amount paid on signing follow.
The membership terms say when it starts and ends, and that it doesn't renew by itself. Ruth signs for Northgate Community Library and pays the annual fee by PayPal or card on the same page.
- The annual fee and extras in a price table
- Paid in full on signing through Stripe or PayPal
- An end date in the terms, and no auto-renewal
Price tables and payments: Essentials and up
Membership renewal
School & library membership 2027
Thank you for a year as a member. Here is your membership for 2027: the program resources, two training places for your staff and the members' book exchange.
Your 2027 membership
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Membership | $480 | ||
Library membership, 12 monthsProgram resources and the book exchange
|
1 yr | $480 | $480.00 |
| Extras Tick to add | |||
| 2 places | $95 | $190.00 | |
| 1 ea | $260 | $260.00 | |
- Subtotal
- $670.00
- Tax (10%)
- $67.00
- Total
- $737.00
- Plus, monthly
- $0.00/mo
- Annual fee paid on signing (100%)
- $737.00
Membership terms
- What's includedProgram resources, the members' book exchange and member pricing on training.
- FeeThe annual fee above, paid when you sign.
- RenewalYour membership ends on 31 January 2028. It doesn't renew by itself: we'll send next year's renewal for you to review.
Renew, sign and pay
Ruth Adeyemi · Library manager
Signed online · Thu 12 Nov, 2:05 pm
Annual fee paid on signing (100%)
$737.00
Paid via PayPalPay with card or PayPal
Certificate of authenticity and audit trail attached
Every member's renewal out in one send
Sam chooses the 2027 renewal template and the members list, and each member gets their own copy with their name and details filled in.
The bulk send view shows which members have been sent, opened and accepted their renewal, and what each chose.
- One template, a personalised copy per member
- Sent, opened and accepted per member
- Volume-based costs
Bulk send: Essentials and up
How bulk send works- Northgate Community Libraryruth.adeyemi@example.com AcceptedTwo training places
- Bayview Primary Schooloffice@bayview.example.com OpenedOpened on Monday
- Eastwood Libraryeastwood.library@example.com AcceptedStory-time kit
- St Brendan's Schooladmin@stbrendans.example.com Sent
- Riverside Playgroupriverside.playgroup@example.com OpenedLeft a comment
- Sent
- 5
- Opened
- 4
- Accepted
- 2
Run this year's renewals from QuoteCloud
Free for 14 days, no credit card required. We'll convert your renewal form into a template during the trial.
Who hasn't renewed, without a spreadsheet
Each membership carries its end date. The Expiring Soon filter lists the ones about to end, so the follow-up list is already there.
When a member pays on signing, a Zap on the Document Payment Event can add a row to your member register in Google Sheets, or update your CRM through Zapier or Make where it has a connector.
- Expiry dates and the Expiring Soon filter
- Zapier triggers on signing and payment
- Your register stays where it is
Expiry dates: Essentials and up · Zapier and Make: Essentials and up
CRM & integrations for not-for-profits4 memberships expire in the next 30 days
- School membership 2026Bayview Primary School · PRT-MB-2026-14 Expires 31 Janin 9 days Accepted
- Library membership 2026Eastwood Library · PRT-MB-2026-09 Expires 31 Janin 9 days Accepted
- School membership 2026St Brendan's School · PRT-MB-2026-21 Expires 31 Janin 9 days Accepted
- Community membership 2026Riverside Playgroup · PRT-MB-2026-33 Expires 15 Febin 24 days Accepted
A renewal for every kind of member
Each membership type gets its own template, fee and terms.
Individual
One fee, one signer, paid by card on signing.
Family
A family fee with extra members or children as editable quantities.
Schools
Program resources and training places, signed by the principal or business manager.
Libraries & community groups
Shared resources and the book exchange, with optional kits.
Corporate
A business membership with staff places and recognition, and two signers if needed.
Honorary & life
A membership agreement with no fee, signed and kept with the rest.
Membership renewal questions, answered
Can we send membership renewals to every member at once?
Yes, with bulk send on the Essentials plan and up. Choose your renewal template and your members list, and each member gets a personalised copy to sign and pay. Bulk send has volume-based costs, and you can see who has been sent, opened and accepted their renewal.
Do memberships renew automatically?
No. QuoteCloud doesn't renew agreements, bill automatically or send payment reminders. Each year you send a new renewal; the member signs and pays on signing. Expiry dates and the Expiring Soon filter show which memberships are about to end.
Can members pay their fee when they sign?
Yes, from the Essentials plan. Set the payment on signing to the full amount, and the member pays by card or PayPal through your organisation's own Stripe or PayPal account. The renewal is marked paid.
Can members choose extras with their renewal?
Yes. Put extras such as training places or resource kits in the price table as optional rows, and turn on quantity editing where members may want more than one. The fee and the amount paid on signing update before they sign.
Can renewals update our member list?
Through Zapier, Make or the QuoteCloud API, from the Essentials plan. A Zap can use the Signed Document or Document Payment Event trigger to add a row to Google Sheets or update a CRM that has a connector. QuoteCloud isn't a member database.
More for not-for-profits
Every page of the QuoteCloud not-for-profit microsite.
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Corporate sponsorship & partnership proposalsTiers the partner chooses between, add-on assets they tick, both signers sign and the first payment is made on signing.Explore
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Grant applications & funding proposalsProject summary, budget schedule, milestones, outcomes and declarations, signed by your board and exported as a PDF for the funder.Explore
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Event sponsorship packagesGala, fun run or festival packages bulk-sent to local businesses, each choosing a package and paying on signing.Explore
- Major-gift & bequest proposalsA personal proposal for a long-time supporter: ideas to talk over, no deadline and no pressure, with replies in the comments.
- Fee-for-service program quotes & service agreementsPrograms you deliver for schools, councils and companies, quoted and agreed in one document their signers sign.
- Volunteer & partner MOUsWho does what, partner details collected in the document and both organisations signing, with no payment involved.
- Board approvals & delegationsProposals over the value your board sets go to the CEO or the chair to approve before they're sent.
- Impact stories & case studies libraryApproved impact stories, program descriptions and case studies saved once and dropped into any proposal.
- CRM & integrations for not-for-profitsSigned partnerships to your CRM, finance system or spreadsheet through Zapier, Make or the QuoteCloud API.
- Not-for-profit templatesReal QuoteCloud templates for sponsorship, grant, fundraising, event sponsorship and membership documents.
- QuoteCloud implementation for not-for-profitsYour templates converted, impact stories in the library, approvals set to your delegations and the team trained.
- FAQAnswers to the questions charities, foundations, clubs and arts organisations ask most.
This year's renewals, signed and paid
Free for 14 days. No credit card required.