# Club treasurer duties: a monthly checklist

Canonical URL: https://www.evenoutapp.com/guides/club-treasurer-duties
Updated: 2026-10-06

A club treasurer's month has six jobs in a fixed order: send dues requests, log every receipt, pay approved reimbursements, count cash with a second person, reconcile the ledger to the bank, and send a one-page report. A month that opens at $1,240, takes in $420 and pays out $310 closes at $1,350, and the bank should agree.

Key points:
- Run the same six jobs in the same order each month: dues, receipts, reimbursements, cash, bank reconciliation, report.
- Closing balance is the opening balance plus money in minus money out: $1,240 plus $420 minus $310 is $1,350.
- Pay a reimbursement only when the receipt, an approver and the payment date are written down.
- Two people count any cash together and both sign the tally, so no one holds the question alone.
- A ledger of $1,350 and a bank balance of $1,390 agree when a $40 check has not been cashed yet.

## What does a club treasurer do each month?

The month runs in one order, and keeping that order is what makes the books easy to check. This page covers the day-to-day money routine. Tax filings, nonprofit paperwork and legal duties are outside it, because they depend on how the club is set up.

1. **Send dues requests.** One amount and one due date, sent to every member on the same day. [How to collect club dues online](https://www.evenoutapp.com/guides/how-to-collect-club-dues) compares the apps and their limits.
2. **Log each receipt** the day money arrives: who paid, how much, on what date and how.
3. **Pay approved reimbursements,** one at a time, with a receipt and an approver.
4. **Count cash with a second person** and sign the tally together.
5. **Reconcile to the bank** at month end.
6. **Send the monthly report** to the officers and the members.

## What does a worked month look like?

Say a club opens the month with $1,240. Fourteen members pay $30 each in dues, so $420 comes in. The treasurer pays $180 for room hire and $130 for snacks and printing, which is $310 out. This ledger shows the running balance after each line.

| Line | In | Out | Balance |
| --- | --- | --- | --- |
| Opening balance | | | $1,240 |
| Dues, 14 members at $30 | $420 | | $1,660 |
| Room hire | | $180 | $1,480 |
| Snacks and printing | | $130 | $1,350 |

The closing balance is the opening balance plus money in minus money out: $1,240 plus $420 minus $310 is $1,350. That is the number the bank statement should show once everything has cleared.

## How do you handle a reimbursement request?

Pay a member back only when three things are written down: the receipt, who approved it and the date it was paid.

1. **The member sends the receipt and the amount.** Set a window for this, such as 30 days after the purchase.
2. **An approver says yes in writing.** The approver is an officer other than the person being paid, so the treasurer's own expenses go to a different officer.
3. **The treasurer pays and writes the date** on the request, then files the receipt next to the ledger line.

Say a member spends $64 on printing for a bake sale. She sends the receipt photo, the president replies "approved", and the treasurer pays $64 on the 12th and writes "Paid Oct 12" on the request. The ledger gets one line of $64 out, with the receipt attached.

## How do you handle cash safely?

Two people count any cash together, and both sign the tally. Say $85 comes in at a meeting. The treasurer and another officer count it, write "$85, Oct 8, counted by both" on a slip and both initial it. The treasurer deposits it and writes the deposit date on the slip.

Later, when the bank shows $85 and the slip says $85, nobody has to remember who held the cash. The same pair counts again when the treasurer changes at year-end.

## How do you reconcile the ledger to the bank?

Compare your closing ledger balance with the bank statement balance for the same date, then explain any difference. The usual cause is a payment that has not cleared.

Say the ledger closes at $1,350 and the statement shows $1,390. A $40 check written on the 29th has not been cashed yet. The statement balance of $1,390 minus the $40 check is $1,350, so the two agree. If a difference is left over after you account for every pending item, go back through the month line by line before you send the report.

## What goes in the monthly report?

One page: the opening balance, money in, money out, the closing balance and the names of members who have not paid. Add any cost you already know is coming, such as the room hire again next month. The figures come from the reconciled ledger, never from memory. The [club treasurer report template](https://www.evenoutapp.com/templates/club-treasurer-report) has the layout ready to fill in.

## How do you hand the books over at year-end?

Give the next treasurer one folder that holds everything, and go through it together in a short meeting.

- The final reconciled bank statement and the full ledger.
- The receipts and the reimbursement requests, filed by month.
- The list of members with their dues status.
- The recurring costs, with dates and amounts.
- The way into the bank account, changed through the bank as the club's rules require.

## Where does EvenOut fit?

EvenOut can hold the dues side. The treasurer logs each month's dues as one expense paid by them and split equally among the members who owe, leaving themselves out, and sets it to repeat monthly. Members who are not on EvenOut can be added with "Add a guest", and each payment goes into Settle up when it arrives. Officers who should only follow along can be set as Viewer, who sees everything and can comment but cannot add or change expenses.

EvenOut records what each member owes and does not move money. The cash count, the bank reconciliation and the report stay in the ledger above. To plan the year before it starts, use the [club budget template](https://www.evenoutapp.com/templates/club-budget), and to tick off who has paid, the [club dues tracker](https://www.evenoutapp.com/templates/club-dues-tracker) works on paper.

## Frequently asked questions

### What is the difference between a treasurer and a bookkeeper?

In a small club one person can do both. The treasurer owns the money rules, such as who approves a payment and when dues are due, and the bookkeeping is the ledger that records them. If the club grows, the ledger can move to someone else while the treasurer keeps the rules and the report.

### How often should the treasurer report?

Monthly is a good default, because a one-page report is quick to write when the ledger is current and hard to rebuild after a quarter. A club that meets rarely can send the same page by message in months with no meeting.

### What if the treasurer is the one who spent the money?

Another officer approves that reimbursement, and the treasurer does not approve their own. The request still carries the receipt and the payment date, so the entry looks the same as any other in the ledger.

### What if a member pays dues late?

Log the payment on the day it arrives, with its real date. Until then the member stays on the unpaid list in the monthly report. A late payment changes the closing balance of the month it arrives in, not the month it was due, so a month you already reconciled stays reconciled.