Once a year, the Swedish Karate Federation sends reminders of membership fees to a variety of associations. Previously, they did this entirely manually. They wrote addresses and text content in Word, converted the files to PDF and then emailed them to the associations. The bookkeeping was done in an Excel file where they manually entered information about the association, such as the number of participants and the voting list. Our mission was to simplify this process.

We tweaked and tinkered to be able to automate as much of the process as possible, thus simplifying the work for the Swedish Karate Federation. All calculations needed to be automated; such as the calculation of the membership fee and the voting list in each union. Then a solution was needed that automatically generates reminders in PDF format.

Today, both calculations and mailings are, as far as possible, automated. The process of sending reminders is easier, faster and more cost-effective.

Using an Excel file, with dynamic calculations, the calculations are done automatically. The file contains each association's voting list, its payment status and payment amount. The Swedish Karate Federation only needs to add an association and a specific formula - the rest takes care of itself.

Employees only need to click a button to generate dozens of reminder letters in PDF format. This works thanks to a solution in VBA. All associations that have not yet paid the fee are noted. All necessary information about them, such as addresses and payment amounts, was highlighted in user-friendly content controls in the PDFs.