VBA membership management software removes the three most time-consuming manual jobs in an association office: re-entering member details, matching bank transfers to dues, and phoning members about deadlines. A 500-member trade association in Ho Chi Minh City cut each dues cycle from 15 days to 3 and raised on-time payment from 68% to 92% after six months on VBA.
Why does Excel stop working as an association grows?
Associations in Vietnam often have hundreds of members and only a handful of office staff. Most still keep the member list in Excel, collect dues by bank transfer, reconcile statements by hand, and send notices by Zalo or email.
That works at 50 to 100 members. Past 300, the office starts receiving transfers with unclear references, the contact list goes out of date, and every dues cycle drags on for half a month.
Decree 126/2024/ND-CP on the organisation, operation and management of associations took effect on 26 November 2024 (LuatVietnam) and replaced Decree 45/2010, prompting many associations to review their charters and records. A clean member register and payment history let the office answer auditors and members quickly.
What changes when members update their own records?
Members log in to the VBA app to change a phone number, switch company, add a branch or name a new representative. The office no longer receives an email and retypes it. At the 500-member association above, the share of members who updated their own details during the year rose from 40% to 85%.
How does dynamic VietQR billing work?
Each dues invoice carries its own VietQR code with the amount and a reference. The member scans it with a banking app, the money lands in the association’s account, the bank notifies VBA, and VBA assigns the payment to the right member and the right period.
The office stops searching statements to work out which company sent a transfer marked only “dues”. According to NAPAS, nearly 90 million mobile banking accounts were using VietQR scanning by October 2025 (Thi truong Tai chinh Tien te), so almost every member can pay this way.
When are reminders sent?
VBA sends reminders by Zalo or SMS 7 days before the due date, on the due date, and 3 days after if the dues are still unpaid. Each reminder includes the VietQR code, so the member pays on the phone without looking up account details.
What were the results after six months?
Trade association in Ho Chi Minh City, 500 members, before and after six months on VBA:
- Dues collection per cycle: from 15 days to 3 days.
- On-time payment rate: from 68% to 92%.
- Members updating their own details during the year: from 40% to 85%.
- Office staff assigned to this work: from 5 people to 2.
How much does VBA cost?
Setup costs 30 million VND, covering data import, workflow configuration and 3 training sessions. The monthly fee runs from 3 to 8 million VND depending on size: under 200, 200 to 500, 500 to 1,000, and over 1,000 members.
If the office saves at least 15 million VND a month in staff costs, the investment pays back within six months.
How long does the move from Excel take?
GPIT takes the current Excel file, cleans duplicates and gaps, and imports it into VBA. Both systems run in parallel for one month for cross-checking, and the association switches over fully once the office is comfortable with the interface.
How should the office use the time saved?
Once nobody is chasing transfers, office staff can move to work members actually notice: answering questions, preparing events and keeping the member directory current. The board also gets a live view of who has paid, so dues discussions at meetings start from facts rather than estimates.
FAQ
What about older members who do not use apps?
The office can update records for them in the admin screen. Reminders and VietQR codes can go out by SMS with no app needed.
Do dues pass through GPIT’s account?
No. Money goes straight to the association’s bank account. VBA only receives the transaction notice to match it.
Where is member data stored?
[cần xác nhận: VBA server location and backup policy]Book a 30-minute VBA demo at gpit.vn.
GPIT, IT Solution Investment Company Limited, 32 Truong Phuoc Phan, Binh Tri Dong Ward, Ho Chi Minh City, Vietnam. Hotline +84 945 886 818. Email info@gpit.vn. Website https://gpit.vn.
