Case study — Irish conservation charity
Securing Membership Revenue With Zoho One And Zoho Billing
This Irish wildlife charity depends on member subscriptions to fund its advocacy and education work. Managing that lifecycle through spreadsheets, webforms and manual PayPal reconciliation was quietly costing them both time and money.
The Challenge
Membership sign-up ran through a mix of website forms, manual spreadsheet entry, and PayPal, with no single source of truth for who was actually a member, or when their renewal was due. Staff time went into reconciling payments and chasing renewals by hand, and the fractured data made it nearly impossible to give the board a reliable picture of membership growth, retention, or forecast revenue. Worse, the manual renewal process created a real risk of members simply lapsing unnoticed, straightforward revenue leakage.
The Solution
We built a fully automated membership workflow across three connected Zoho One applications. A new member fills in a Zoho Form, which automatically creates their contact record in Zoho CRM. Payment runs through a Zoho Billing form (migrated from PayPal to Stripe for better rates), which manages the recurring subscription and generates the invoice. From there, Zoho Billing takes over renewals entirely, automated payment attempts and reminder emails, so nobody has to remember a renewal date manually again. Zoho Billing also became the single source for real-time reporting on active memberships, renewal rates, and monthly recurring revenue.
The Results
- Lower transaction costs after migrating from PayPal to Stripe
- Automated renewals removing the risk of members quietly lapsing
- Staff time freed from manual admin and redirected to advocacy and education work
- Real-time reporting the board can actually rely on for strategic decisions
Chasing renewals by hand instead of running your mission? There's a better way.
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