Club treasurer's report template with example

How to use this template

The report is one page built from a ledger tab. Keep the ledger as the year goes, then build the page at the end of each period. The layout works in Excel and Google Sheets, and prints on one sheet.

1. Keep the ledger tab. One row per transaction, with five columns: date, description, category, amount and balance. Receipts are positive, disbursements are negative, and each balance is the row above plus the amount.
2. Total by label on the report tab. A SUMIF adds the ledger up by category. Type =SUMIF( on the report tab, click the ledger’s category column, type ,"Equipment",, click the ledger’s amount column and close the bracket. The result is the equipment total. Put a minus in front for disbursements so they show as positive costs.
3. Fill the report page from those totals: opening balance, receipts by source, disbursements by category and closing balance.
4. Reconcile to the bank statement once per statement.
5. Add dues status and pending reimbursements from your club dues tracker and the repayment requests.
6. Run the three checks below before the page goes to anyone.

Ledger balance after a $90 dues payment on a $640 opening balance is $730. If the next row is a $60 room rental, it is $670.

The template

The report page

An example filled in for a 25-member club, September 1 to May 31. The Planned column comes from the club budget. Variance is actual minus planned.

Line	Planned	Actual	Variance
Opening balance, Sep 1	$640	$640	$0
Receipts
Dues (25 members at $90)	$2,250	$2,025	-$225
Fundraisers	$600	$730	+$130
Sponsors	$400	$350	-$50
Total receipts	$3,250	$3,105	-$145
Disbursements
Venue and room rental	$600	$540	-$60
Events and trips	$1,200	$1,310	+$110
Equipment	$400	$420	+$20
Insurance and bank fees	$250	$260	+$10
Website and printing	$100	$95	-$5
Awards and gifts	$200	$180	-$20
Total disbursements	$2,750	$2,805	+$55
Closing balance, May 31	$1,140	$940	-$200
Pending reimbursements (Dana $64, Marcus $38)		$102
Balance after pending reimbursements		$838

Dues came in at $2,025 because 22 members paid $90, one paid $45 and two have paid nothing. That leaves $225 owed, the same as the dues variance.

The bank reconciliation

Line	Amount
Bank statement balance, May 31	$1,005
Plus deposits in transit (bake sale cash, deposited May 31)	$140
Less outstanding checks (#1048 awards $120, #1051 events $85)	$205
Adjusted bank balance	$940
Ledger balance	$940
Difference	$0

The three checks

1. Closing balance. Closing equals opening plus receipts minus disbursements. Here, $640 plus $3,105 minus $2,805 is $940.
2. Bank. The ledger equals the bank plus deposits in transit minus outstanding checks. Here, $1,005 plus $140 minus $205 is $940.
3. Dues. Dues collected plus dues owed equals dues expected. Here, $2,025 plus $225 is $2,250, which is 25 members at $90.

What to agree on

• The period and the cutoff. Pick the end date, use the bank statement that ends on it, and say which transactions count. A check written on May 31 is in the period even if it has not cleared.
• Who checks the page. A second officer can rerun the three checks from the ledger in a few minutes. If any difference is above $0, the page waits.
• How reimbursements are requested. Ask for a receipt and a date, and keep a request on the pending line until it is paid.
• What your club’s rules require. Some clubs have bylaws or a sponsoring organization that set the report format. Follow those first and use this layout inside them.

For the dues line, an EvenOut group can do the tracking. Add the dues as an expense the treasurer paid, split equally among the members, and the treasurer’s balances show what each member still owes. EvenOut does not hold the club’s money or produce a report, so the rest stays in the sheet. The club treasurer duties checklist covers what else the role includes through the year.