Architecture and Accounting as the Cornerstones
Building a custom Association Management Software (AMS) solution on Salesforce can seem like an enticing prospect for organizations looking for a platform tailored to their unique needs. With Salesforce’s powerful capabilities and flexibility, a custom-built AMS offers the potential to create a system that perfectly aligns with your association’s specific workflows, goals, and member engagement strategies. From managing memberships to organizing events and tracking donations, a Salesforce-based custom AMS promises a fully integrated solution designed to scale as your organization grows.
However, while the possibilities are vast, the reality of building and maintaining such a system often presents significant challenges—challenges that can outweigh the potential benefits for many associations. Before diving into a custom Salesforce AMS build, it’s crucial to consider both the rewards and risks that come with a tailored solution.
In this post, we will explore the first two critical areas that can make or break a custom-built AMS on Salesforce: architecture and accounting. These foundational pillars are essential for ensuring the long-term success and scalability of your system.
Why Associations Are Rethinking Off-the-Shelf AMS Solutions
Traditional off-the-shelf AMS solutions have long been the go-to for associations seeking streamlined management tools. However, these pre-built platforms often come with their own set of challenges. Many off-the-shelf solutions provide a broad range of features that might not fully align with an association’s specific needs or workflows. This can lead to inefficiencies, as associations are forced to adapt their processes to fit the limitations of the software. Additionally, many of these systems require costly and time-consuming customizations to meet unique requirements, ultimately reducing the value of the “out-of-the-box” promise.
Salesforce has significantly advanced its platform, investing heavily in technologies that prioritize configuration over customization. These innovations, including low-code tools, advanced automation capabilities, and enhanced integrations, have made it easier than ever to adapt Salesforce to meet specific organizational needs without extensive custom development. By reducing the reliance on custom code, Salesforce has opened the door to scalable, tailored solutions that were once out of reach for most organizations.
But before embarking on the journey of building a custom AMS on Salesforce, associations must address the critical factors that could determine the success or failure of their system. The path to creating a custom AMS requires careful planning, particularly in two areas: architecture and accounting.
How to Build an AMS on Salesforce: Starting with the Right Architecture
Building an custom AMS on Salesforce requires a strategic and well-thought-out approach, beginning with a deep understanding of how an AMS should be architected. Rushing into development without a clear blueprint can lead to inefficiencies, scalability issues, and unnecessary costs.
Defining the Architecture
Start by defining the overall architecture with scalability in mind. Associations evolve, and your AMS must grow with them. This means designing a system that can handle increasing data volume, new functionalities, and evolving business requirements without requiring significant rework. Consider Salesforce’s strengths, such as its robust data model and flexible automation tools, and plan your system to leverage these capabilities fully.
Mapping Core Functionality
Next, focus on understanding the core functionality, workflows, and automations your AMS will need to support. Map out all critical business processes, from membership management and event registration to selling sponsorships, committees and reporting. Identify which workflows can be automated to save time and reduce manual tasks, and determine where Salesforce’s native features like Flow can be used to minimize custom code.
By addressing the architecture and overall functionality upfront, you’ll create a solid foundation for building an AMS that is not only efficient and effective but also capable of adapting to your association’s needs over time. Starting with a strategic plan ensures that every element of the system works together seamlessly, setting the stage for long-term success.
Building AMS: A Strong Focus on Payment Handling and Accounts Receivable
For associations, managing payments is at the heart of daily operations. Whether it’s membership dues, event fees, sponsor and exhibit sales, or other revenue streams, the way an AMS handles financial transactions can make or break its effectiveness. A robust accounts receivable foundation is essential to ensure smooth financial operations, accurate reporting, and a positive experience for members and stakeholders alike.
Key Considerations for Payment Handling
When designing an AMS, it’s critical to have a clear strategy for how the system will manage cash, payments, invoices, and receivables. The system should seamlessly support the entire payment lifecycle, from issuing invoices to receiving payments and tracking balances. Key considerations include:
- Payment Flexibility: Your AMS must support multiple payment methods, including credit cards, ACH transfers, checks, and even cash when applicable. Members and donors expect convenience, and offering diverse payment options is critical for user satisfaction.
- Deferred and Recurring Payments: Many associations rely on subscription-based or installment payment models. Ensure the system can handle recurring payments and deferred income, aligning with how associations often structure membership dues or multi-year commitments.
- Accounts Receivable Management: Build a foundation that captures detailed payment and invoicing data, tracks outstanding balances, and integrates smoothly with accounting software for reconciliation. This will ensure your financial records remain accurate and auditable.
- Automation and Reporting: Automate tasks like payment reminders, overdue notifications, and invoice generation to reduce administrative overhead. Leverage Salesforce’s reporting tools to track financial trends, monitor receivables, and ensure financial transparency.
By focusing on payment management and accounts receivable early in the design process, you’ll build an AMS that supports financial accuracy and efficiency, freeing your association to focus on delivering value to its members.
Getting the Foundation Right: Architecture and Accounting
When building a custom AMS on Salesforce, two critical components stand above the rest: architecture and accounting. These foundational elements form the backbone of the entire system, and if they’re not designed correctly from the outset, the consequences can be catastrophic. A misstep in either of these areas can lead to a failed project, wasted resources, and significant setbacks for the association.
The architecture dictates how the system will function, scale, and evolve. It involves planning the data model, workflows, automation, and integrations in a way that ensures flexibility and long-term viability. Without proper architectural planning, associations risk creating a system that can’t grow with their needs, forcing costly rework and potentially crippling their operations as they scale.
On the other hand, accounting is the operational lifeline of any association. Payment processing, invoicing, receivables, deferred revenue, and financial tracking must be handled seamlessly. A weak accounts receivable foundation can result in inaccurate financial records, inefficiencies in cash flow management, and a frustrating user experience for members and staff. Worse, if these processes aren’t tightly integrated with the rest of the system, it could lead to financial mismanagement or compliance risks.
To mitigate these risks, associations must invest the time and resources upfront to design a solid architectural framework and a robust accounting foundation. Doing so ensures the system can support the organization’s goals and operations both now and in the future, laying the groundwork for a successful implementation and long-term success.
Why Off-the-Shelf Software Often Falls Short
Architecture and accounting aren’t just critical for custom-built AMS solutions on Salesforce; they’re also the areas where most off-the-shelf software solutions fall short. While prepackaged AMS solutions promise quick implementation and ready-to-use features, they often struggle to deliver the scalability and financial precision that associations need to thrive.
Off-the-shelf software typically relies on generic architectural frameworks designed to appeal to a broad audience. This “one-size-fits-all” approach often lacks the flexibility required to adapt to an individual association’s unique processes, workflows, and growth objectives. As a result, associations using these solutions may find themselves constrained by rigid systems that don’t fully support their evolving needs.
The same limitations apply to accounting functionality. Many off-the-shelf association management software solutions offer basic financial tools that can handle straightforward transactions but fall short when it comes to the complex financial management associations require. Features like deferred revenue, flexible invoicing, multi-payment methods, and advanced accounts receivable tracking are often underdeveloped or require extensive customization to function effectively.
These shortcomings can lead to inefficiencies, increased manual work, and a reliance on external tools or custom integrations—ironically defeating the purpose of investing in an all-in-one solution. Associations may find themselves dealing with inaccurate financial reporting, gaps in payment workflows, and a system that struggles to scale with their growth.
Consider Your Options Before Building a Custom AMS on Salesforce
For associations ready to embark on building a custom AMS on Salesforce, it’s essential to evaluate your options carefully. Two key paths can help mitigate the risks associated with such a complex undertaking:
- MemberVerse AMS
MemberVerse AMS is a low-code, AI-enabled association management software that offers unparalleled flexibility to scale. Built using Salesforce’s latest technologies, MemberVerse minimizes functionality bloat commonly found in other Salesforce-based AMS solutions. By focusing on a streamlined design, MemberVerse ensures a well-architected system with robust accounting capabilities. Organizations choosing MemberVerse gain the advantage of a ready-made solution that incorporates best practices in architecture and financial management while providing the scalability needed for long-term growth. MemberVerse AMS is almost a hybrid model, you get the best of both worlds. - Fully Custom Build with Expert Consultation
If your association decides to pursue a fully custom AMS, it’s crucial to enlist a specialized consulting firm to guide the process, particularly in the areas of architecture and accounting. These foundational elements are complex and require a deep understanding of both Salesforce capabilities and association-specific workflows. A misstep in either area can lead to costly delays, inefficiencies, and ultimately, project failure. Hiring experts ensures these critical components are designed with precision, setting the stage for a successful implementation.
By carefully considering these options, associations can make informed decisions that align with their unique needs, reducing the likelihood of common pitfalls and maximizing the return on their Salesforce investment.
Building a custom AMS is a significant undertaking, but Salesforce offers a strong foundation for associations ready to take on the challenge. Its robust capabilities, scalability, and flexibility make it a viable platform for creating an AMS tailored to your organization’s needs. However, while the possibilities are exciting, it’s important to approach the process with caution.
Custom builds come with inherent risks, from the complexities of the initial design and development to the ongoing maintenance and scalability challenges. Without careful planning, expert guidance, and a clear understanding of the platform’s limitations and strengths, even the most well-intentioned projects can face setbacks or fail to deliver the desired outcomes.
Salesforce for Associations
Whether you choose a ready-made solution like MemberVerse AMS or pursue a fully custom build, the key to success lies in making informed decisions and partnering with experienced professionals. With the right strategy, Salesforce can be transformed into a powerful tool to drive your association’s success, both now and in the future. If your organization is considering building a custom AMS on Salesforce, contact us today for a free consultation.