How SEPA billing is calculated

A worked example with real numbers showing how proration, signup fees, and gear orders are combined into an athlete's first invoices.

1. 1

   The example

   This guide walks through one full billing cycle with real numbers, so you know exactly what to expect on an athlete's first invoices. For how to configure SEPA on your branch (Creditor Identifier, IBAN mandates, clearing modes, exports), see the SEPA direct debit guide — this page is only about how the amounts are calculated.

   Anna joins on her own on 14 April on the Amateur IBAN plan:

   Monthly membership fee	49.00 EUR
   Signup fee (one-time)	49.00 EUR
   Gear ordered 16 April, delivered 30 April	Kimono, 88.00 EUR

   On 12 May, the branch admin clicks Run Monthly & Yearly Invoice.

2. 2

   Step 1 — Proration of the first month

   Anna's membership starts on 14 April, not the 1st of the month. The first billed month is prorated: she's only charged for the days she was actually a member.

   April has 30 days. From the 14th to the 30th (inclusive) is 17 days.

   49.00 EUR × 17 / 30 = 27.77 EUR
   

   Exception: if a membership is backdated to the 1st of the month — which happens when a branch admin imports an athlete — there's no proration. The full monthly fee applies from day one.

3. 3

   Step 2 — Signup fee

   The one-time signup fee (49.00 EUR) is added to the earliest invoice the run generates — in this case, April's.

   It's only ever charged once. Once an invoice with the signup fee is generated, the membership is flagged so it's never billed again — unless Anna cancels and re-subscribes later, which resets it.

   April membership (prorated): 27.77 EUR
   Signup fee:                 + 49.00 EUR
                                ──────────
   April invoice total:          76.77 EUR
   

4. 4

   Step 3 — Gear is billed in the month it's invoiced, not delivered

   Anna's Kimono (88.00 EUR) was delivered on 30 April — but the invoice run happens on 12 May. Gear orders are always attached to the invoice for the current month of the run, regardless of the delivery date.

   So the Kimono lands on the May invoice, together with May's full (non-prorated) membership fee:

   May membership (full month): 49.00 EUR
   Kimono (gear):              + 88.00 EUR
                                ──────────
   May invoice total:           137.00 EUR
   

5. 5

   Putting it together

   A single run on 12 May produces two invoices for Anna — one per outstanding billing month, each with its own due date:

   Invoice	Due date	Composition	Amount
   April	30 April	Membership (17/30 days, prorated) + signup fee	76.77 EUR
   May	31 May	Membership (full month) + Kimono	137.00 EUR
   Total			213.77 EUR

   Key takeaways:

   • One run can produce multiple invoices per athlete — one for every month that hasn't been billed yet.
   • Proration only applies to the first month, and only if the membership didn't start on the 1st.
   • The signup fee always lands on the first invoice, never split or repeated.
   • Gear is billed by the run date, not the delivery date — so an order delivered in April can still end up on the May invoice.

   Once exported as a SEPA direct debit file and collected, these invoices are cleared exactly like any other bill — see SEPA direct debit for the export and reconciliation steps.