Whether you are preparing a monthly update for your committee or pulling together your year-end accounts, choosing the right data can feel like a daunting task. With a wide array of analysis tools at your fingertips, where do you actually start?
While your specific requirements may vary—and we always recommend consulting your accountant or auditor for professional guidance—most UK clubs and charities rely on a core set of standard reports.
Here is our suggested “Reporting Pack” to help you maintain transparency and financial health.
1. The Audit Trail: Keeping a Detailed Record
These reports are your “paper trail.” They are essential for verifying individual entries and ensuring your digital books match your real-world activity.
- All Transactions Report * What it is: A comprehensive, chronological list of every single entry made during your financial year.
- Where to find it:
Reports > Transaction Reports
- Where to find it:
- Account & Cashbook Report * What it is: A breakdown of transactions per account (e.g., Main Bank vs. Petty Cash) including a running balance.
- Where to find it:
Reports > Account & Cash Reports
- Where to find it:
- Account Reconciliation Report * What it is: Your formal bank reconciliation. Use this to prove that your Clubtreasurer balance aligns perfectly with your bank statements.
- Where to find it:
Reports >Account & Cash Reports
- Where to find it:
2. Project & Event Tracking: How much did the Summer Tour cost?
- Event Analysis Summary Report * What it is: A high-level overview of your projects and events. It groups all related income and expenditure into a single “profit or loss” figure for each activity allowing you to see at a glance if your summer fete or training camp was financially viable.
- Where to find it:
Reports > Event Reports
- Where to find it:
- Event Analysis Detail Report * What it is: The granular view. This report lists every individual transaction linked to an event code. It’s the go-to tool for answering specific questions, such as “How much did we spend specifically on catering for the AGM?”
- Where to find it:
Reports > Event Reports
- Where to find it:
3. Financial Statements: The Big Picture
These are the high-level reports usually required for AGMs, grant applications, or official filings.
- Profit and Loss / Income & Expenditure * What it is: The “bottom line.” These reports summarise your annual income against your expenditure to show if you are operating at a surplus or a deficit.
- Where to find it:
Reports > Financial Statements
- Where to find it:
- Balance Sheet / Statement of Assets & Liabilities (SOAL) * What it is: A “snapshot” of your club’s value, including bank balances, cash on hand, and any money owed to or by the organisation (debtors/creditors).
- Where to find it:
Reports > Financial Statements
- Where to find it:
- Account Movement Summary Report * What it is: A simplified cash-flow summary. It’s perfect for committee meetings to show exactly how much money moved in and out during a specific period.
- Where to find it:
Reports > Account and Cash Reports
- Where to find it:
- Fund Movement Summary Report * What it is: A summary of the opening and closing balances for each of your Funds (e.g., Restricted vs. Unrestricted), showing total movement during the period.
- Where to find it:
Reports > Fund Reports
- Where to find it:
Final Thoughts
The best reporting pack is one that provides clarity without confusion. We suggest starting with these six reports; once you’re comfortable with the basics, you can explore Clubtreasurer’s more advanced analysis tools to dive deeper into your club’s performance.
Not sure which one to run first? Log in to Clubtreasurer and head to the Reports menu to see these templates in action.