Setting Up Clubtreasurer for Football Clubs
We work with many football clubs and are often asked for advice on setting up Clubtreasurer. Here's a suggested approach if your club has 20 teams and charges a monthly subscription fee via standing order.
Requirements
- Track member subscription payments.
- Manage expenses for players and teams.
- Produce profit/loss reports for each team.
Membership Management
Clubtreasurer’s Membership feature helps manage your members and subscriptions efficiently.
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Set Up Memberships:
- Once members are added (or imported), create recurring Memberships (e.g., monthly billing cycles).
- Assign these Memberships to your members to generate individual Payment Plans, which track subscriptions due and receipts.
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Handling Weekly Fees:
- If members are charged weekly for attending matches, you can set up one-time Memberships.
- Use the Mass Assignment feature to add weekly match fees to attending members. Alternatively, create a 52-week assignment and delete any unused billing lines using the Mass Billing Line Cancel/Delete feature.
Financial Management
When importing receipts from your bank statement, membership payments (receipts) can be automatically matched to members’ billing lines. This streamlines the process significantly.
To track profit and loss for each team, you’ll also need to record expenses. We recommend using the Funds feature to create a separate fund for each team. When entering transactions, assign both a cost code and a team (Fund) to track income and expenses efficiently.
- You can rename "Funds" to "Teams" in the system if needed (under Setup > Personalizations).
For specific club activities like tournaments, tours, or social events, use the Events feature to track income and expenditure. Events are ideal for short-term activities.
Simplifying Cost Codes
Using the Funds and Events approach reduces the number of Cost Codes needed. Instead of creating separate codes for each team, you can set one Cost Code (e.g., “Membership Subs Income”) and assign the correct Fund (team) or Event (activity) when recording receipts or expenses.
Here’s an example of a receipt journal entry:
| Date | Description | Cost Code | Fund (Team) | Event | Member | Membership |
|---|---|---|---|---|---|---|
| 01-Jul-2024 | Away Match Fees - Joe Brown | 4010 Match Fee Income | Under 14s | Junior District Cup 2024 | Joe Brown | Away Matches - 01-Jul-2024 - 07-Jul-2024 |
Member Sections
To further simplify data entry, use the Member Sections feature to assign a default Cost Code, Fund, and Event for each member’s team. This will automate the correct accounting for membership payments.
- Define Member Sections for each team.
- Associate each member with their respective section.
You can also define default Cost Code, Fund and/or Event under each Membership. Membership level accounting rules with override Member Sections.
Reporting
For team-specific profit and loss reports, use the Fund Movement Summary Report or Events and Funds by Cost Code Report. These reports will help you track financial performance by team or activity.