Project review
Your Membership Renewal Assistant
The 30-second summary
Your renewals, ready for your OK
Each month, your renewal invoices and emails are prepared for you. You look them over, reply to one email, and the ones you approve go out from your own mailbox. Nothing is ever sent without your OK.
It’s built and it’s tested. We ran it dozens of times without sending a single email, then ran a full live test to our own test inboxes. Everything worked exactly as planned. On Tuesday, September 29, we’ll set it up on your own server, and then we’ll get your October renewals out before the month starts.
Built around how you work
Renewals are prepared on the 25th, so you can send them before the 1st.
Nothing goes out until you reply and approve it.
Everything runs on a server and accounts that you own.
No more building invoices one at a time or retyping the same email.
Your monthly renewal cycle
- Your member list stays current.It reads your members straight from MembershipWorks: who renews when, their membership level, and who to contact.
- On the 25th, your invoices get made.For everyone renewing next month, it creates a PDF invoice dated the 1st of their renewal month and due by the end of that month.
- Your emails get drafted.Each member gets a personal renewal email in your voice, saved in your Outlook Drafts with their invoice attached.
- Everything gets filed.A copy of every invoice goes into a monthly folder in your OneDrive.
- You get one summary email.It lists every invoice waiting for you, points out anyone who needs a personal look, and includes a call list spreadsheet for follow-up calls.
- You reply, and it sends.Your reply says what to send. Approved invoices go out from your mailbox, a few seconds apart.
One email, one reply
Once a month, open the summary email and look over your drafts if you like. Then reply to the summary. Put your instruction at the very top of your reply.
| Reply with | What happens |
|---|---|
| Approve all | Every invoice waiting for you goes out. |
| Hold: Main Street Bakery, Acme Printing | Those two wait. Everything else goes out. |
| Send: Main Street Bakery | Just that one goes out now. This is also how you release an invoice you held earlier. |
| Hold all | Nothing goes out for now. |
Good to know
Put one per line, or separate them with commas.
Changed your mind? Just reply again. Invoices that have already gone out can’t be called back.
Everything simply waits for your next reply.
Open it in Outlook and make your changes. Your edited version is what goes out.
Anything you didn’t approve stays there and shows up again on next month’s summary.
Open it in your Drafts folder and press Send yourself.
Built to be safe
Every invoice waits for your reply.
All three must be open before anything can send. We keep them closed during setup and testing.
Your member data lives on systems you own and control. Passwords and keys are stored encrypted.
Each invoice can only go out once, even if the process runs twice.
Dozens of test runs sent nothing at all. Then a live test to our own inboxes proved the summary, the invoices, and holding one invoice and releasing it later. All of it worked exactly as planned.
Your accounts and logins
You’ll own every account. Each one takes a few minutes, and we can set up any of them together on the call.
| What | Why you need it | Who does it | When |
|---|---|---|---|
| Hostinger server account (KVM 2 plan) | Your private server, where everything runs | You create the account. We set up the server together. | Before Sept 29, or on the call |
| Microsoft 365 login (Outlook and OneDrive) | Drafting, sending and filing your invoices | You sign in when we connect it. The links expire after 10 minutes, so we do this live. | On the call, Sept 29 |
| Composio account | Safely connects the system to your Outlook and OneDrive | You sign up (free). We create the access key together. | Before Sept 29 |
| Carbone account | Turns your invoice template into PDF invoices | You sign up and choose the plan below. | Before Sept 29 |
| Anthropic account | The AI that reads your reply to see what to send | You sign up and add a small prepaid credit. | Before Sept 29 |
| MembershipWorks API key and Organization ID | Keeps your member list current | You, as the primary administrator. In Organization Settings, go to Apps, click “+ Add App”, choose “API Key” and name it “H2H Roster Sync”. Your Organization ID is the green text under your organization’s contact info in Organization Settings. | Before Sept 29 |
| A quick note to MembershipWorks support | We need their API instructions for listing member accounts, and confirmation that API access is included in your plan | You, as the account owner | This week, if possible |
| Two MembershipWorks exports | A backup plan for October, and a check on the data | You export your full member list (including Account ID) and “Members with upcoming renewals” for October | Before Sept 29 |
Please don’t email passwords or keys. Share them through a password manager, or type them in yourself during the call.
Questions we’ll go over together
Including any special cases, like non-profit or complimentary memberships.
And who should be copied on it.
For example, members marked as not renewing.
Like multi-year or discounted memberships.
Whether you update a member’s renewal date when they pay by check.
Which inbox gets the summary email, and what to name your OneDrive folder.
About $38 a month
These are your monthly costs for the services above. Prices as checked September 2026; please confirm at signup. Taxes are not included.
| Service | Plan | Cost |
|---|---|---|
| Hostinger server | KVM 2, 24-month plan ($215.76 paid upfront) | $8.99/mo, then $14.99/mo after 24 months |
| Carbone (invoice PDFs) | Essential. Fits your volume: about 70 to 80 renewals in a typical month, and up to about 130 in January, based on your past membership records. | About $29/mo ($26/mo paid yearly) |
| Anthropic (reads your replies) | Pay as you go, with a small prepaid credit (about $5) | About 1 cent a month |
| Composio (Outlook and OneDrive connection) | Free plan | $0 |
| Automation software (n8n) | Free self-hosted edition, on your server | $0 |
| Microsoft 365 and MembershipWorks | Your existing subscriptions | $0 extra |
| Estimated total | About $38/mo for the first 24 months, about $44/mo after |
Want to lower it? If we keep only the PDF invoice and skip the extra Word copy, a typical month fits Carbone’s free plan. Busier months like January would still need the paid plan.
Does not include Habit to Harvest service fees.
Getting to your first cycle
- Tuesday, Sept 29: setup sessionWe set up your server, connect your accounts, and run one test together.
- Next: roster connectionWe connect MembershipWorks so your member list loads on its own. We’ll pick the date on the call.
- Before Oct 1: your first October cycleWe run it together. Invoices are dated October 1.
- From Oct 25: it runs on its ownNovember renewals get prepared on October 25, and every month after that.
On us
- Prepare everything for the setup sessionPete · by Sept 29
- Set up your server and connect your accounts with youPete · Sept 29
- Connect MembershipWorks and load your member listPete · date set on the call
- Run your first October cycle with youPete · before Oct 1
- Turn on the monthly schedulePete · Oct 25 onward
On you
- Create your Hostinger, Composio, Carbone and Anthropic accountsMichelle · before Sept 29
- Create your MembershipWorks API key and find your Organization IDMichelle · before Sept 29
- Ask MembershipWorks support for their API instructionsMichelle · this week
- Export your member list and October renewalsMichelle · before Sept 29
- Have your Microsoft 365 login readyMichelle · Sept 29