System guide
Sponsor system for sports clubs
A sponsor system keeps track of the whole chain: offer, agreement, deliverables, invoice and renegotiation. Here is what to look for – and how Sportmanager does it.
What is a sponsor system?
Sponsorship work in a club is rarely hard because there are no sponsors. It is hard because there are so many steps: an offer, an agreement, some signs to put up, an invoice to send and a renegotiation that has to happen on time. Each step usually sits with its own person – and in its own spreadsheet.
A sponsor system ties the steps together, so an approved agreement automatically becomes deliverables, invoices and a reminder when it is close to expiring. That is what makes the club independent of who remembers what.
Sound familiar?
- The agreement is in a PDF, the invoice in the accounting system and the sign in an email – and nobody knows if they match
- A sponsor was never invoiced because the agreement was with the wrong person
- The sponsor asks what they got for their money – and the club goes looking for photos
- The agreement expired in June, and nobody noticed until August
The chain a sponsor system has to hold together
- Offer – who are we talking to, and what have we offered?
- Agreement – what has been agreed, at what price, for what period?
- Deliverables – did the sponsor get the sign, the posts and the tickets?
- Invoice – has the agreement been invoiced, and has it been paid?
- Renegotiation – what is expiring, and what did the sponsor get last season?
How Sportmanager does it
The agreement is built from the club's own products – perimeter boards, shirt logo, tickets, hospitality – and sent for digital signature. Once it is approved, Sportmanager creates the invoices, sets up the deliverables and allocates the tickets. Six months before expiry, the agreement comes up for renegotiation.
- Standard packages adapted for each sponsor
- Invoices in installments or as a subscription – and synced to your accounting system
- Deliverables planned match by match and documented with photos
- Expiring agreements shown 1, 3 and 6 months ahead
What you get
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Finance
Invoices from the agreement, payments from the accounting system, figures for the board.
Read about finance
Questions about sponsor systems
Can we use our own sponsorship products?
Yes. The club has its own product catalog – from VIP tickets and hospitality to perimeter boards and partner packages – used as building blocks in agreements, orders and the webshop.
Can we work with standard packages and still customize them?
Yes. Gold, silver and bronze are a starting point with contents and price, and each agreement can be adjusted freely until it is approved.
Can agreements be sent for digital signature?
Yes. The sponsor gets a link by email and signs on their phone without logging in. Signed agreements are approved automatically.
How does invoicing connect to agreements?
Invoices are created from the agreement – all at once, in installments or as a subscription – and sent to e-conomic or Uniconta. The invoicing check shows you if an agreement has not yet been invoiced.
Read also
Ready for a sponsor system that holds the chain together?
Create your club and add your first agreement – or book a demo where we follow an agreement all the way through.