Control Your Cash

Effective financial management in any organisation starts with a clear and accurate view of cash flow and account balances. With Clubtreasurer, you can easily monitor and manage all types of financial accounts: bank accounts, savings, investments, on-line payment systems, credit cards, and cash holdings.

Track all cash payments and receipts, as well as transfers between accounts, to maintain a complete and organised record.

Regular bank reconciliations ensure that your balances are accurate and match your bank statements. Once reconciled, transactions are locked to prevent accidental adjustments.

Although Clubtreasurer is designed around cash accounting, it also supports tracking of non-cash items, including debtors, creditors, accruals & prepayments, long-term loans, stock balances, and fixed assets.

With Clubtreasurer, you can:

• Define and manage all your bank and cash accounts
• Report on cash flows, account activity, and period-end balances
• Reconcile accounts with bank statements

Manage Your Activities and Events

For most clubs and charities, organising events is a core activity. Whether you’re planning the Over-50s Rugby tour, hosting the annual Summer Ball or coordinating a major fundraising event, it’s essential to clearly understand the costs and revenue generated by these activities, along with all your other organisation events.

Likewise, it’s important to record, analyse, and report income and expenses across your various activity categories, such as "membership receipts" or "food and drink expenses".

You can also take advantage of these features to track income and expenses for specific projects, products or services.

With Clubtreasurer's intuitive design, you can efficiently manage all incomes and expenses related to events and activities and report the critical surpluses (or deficits!).

• Track transactions against customisable activity structures ("Cost Codes") and events
• Easily monitor sales, income categories, direct costs, and overheads
• Report event surpluses or deficits and compare results across years or similar events

Fund-Based Accounting

Beyond managing cash and bank accounts, Clubtreasurer enables you to allocate cash into distinct “funding pools” to control spending effectively. These funds help you track fundraising targets, set budgets, or earmark money for specific goals—like “Club Building Restoration” or adhering to a donor's stipulation for restricted use.

Fund accounting is especially essential for charities needing to report finances by different funds and categories (such as 'Restricted' or 'Designated'). Clubtreasurer offers a range of pre-built reports, such as "CC16", making it easy to generate detailed layouts in the correct format.

• Report and manage all fund balances
• Track income and expenses by fund and funding category
• Effortlessly report on activities by fund and funding category

Planning and Budgeting

After defining expenditure, revenue budgets, and financial goals, a crucial aspect of managing a club's or charity’s finances is ensuring that actual spending and revenues align with these budgets, helping you achieve your targets.

Clubtreasurer allows you to create multiple budgets and versions to allocate planned income and expenses. You can then report actual invoices and expenditures against the budgeted values. Budgets can be created as simple summaries or detailed down to specific cost codes, funds or events, as needed.

• Define your organisation’s budgets by activity, event or fund.
• Create and compare multiple budgets and budget versions.
• Track and report actual income and expenses against budgets.

Members & Memberships

Our Membership feature enables your organisation to manage its members, memberships, and subscription payments seamlessly within Clubtreasurer.

With Clubtreasurer you can securely store your member database, eliminating the need for separate spreadsheets or paper records. The flexible Membership system allows you to set up your unique membership structures and define membership items such as annual dues, joining fees, one-off payment items, and much more. By assigning these to your members, you can easily monitor payments and outstanding balances for the entire membership, individual sections, or specific members—giving you clear oversight of who has paid, who hasn’t and balances due.

• Securely store all your member details within Clubtreasurer
• Customise your memberships and create individual member payment plans
• Record subscription payments and track member balances directly in Clubtreasurer
• Create and email membership invoices and statements directly to members

Full Library of Reports

Clubtreasurer provides a comprehensive library of reports, allowing you to analyse every aspect of your organisation’s activities with ease.

Each report offers simple date controls and filters, so you can quickly retrieve the data you need. When it’s time to prepare your accounts, you can easily export reports in various formats, including PDF and CSV.

• Detailed Transaction Reports
• Account and Cashflow Reports
• Reconcilation Reports
• Budget Reports
• Stock and Asset Reports
• Cost Code Reports
• Event & Fund Reports
• Fixed Asset Reports
• Financial Statements (Profit & Loss / Balance Sheet)
• Charity Reports (Fund layouts)
• Member and Membership Reports