# Club budget template: budgeting and treasurer reports for sports clubs

## The club budget template

Copy this structure into a spreadsheet — one row per line, three columns: **Budget**, **Actual (year to date)**, **Variance**. Delete what doesn't apply; resist adding categories until a real transaction forces you to.

### Income

| Category                     | Line items                                       | Notes                                                                                                                               |
| ---------------------------- | ------------------------------------------------ | ----------------------------------------------------------------------------------------------------------------------------------- |
| **Membership fees**          | Senior / junior / family / social / concession   | Number × fee per category, at conservative member counts                                                                            |
| **Registrations & programs** | Clinics, holiday programs, term programs         | Only programs you've committed to running                                                                                           |
| **Sponsorship**              | Major partner / mid-tier / supporter / in-kind   | Committed agreements only; pipeline is a note, not a number (see [getting sponsors](https://clubhelix.com/guides/how-to-get-sponsors-for-a-sports-club)) |
| **Fundraising (net)**        | Raffles, events, drives — each at expected _net_ | Budget at last year's net per event ([ideas + portfolio](https://clubhelix.com/guides/club-fundraising-ideas))                                           |
| **Canteen & bar (net)**      | Sales less cost of goods                         | Track gross and COGS separately in your records; budget the margin                                                                  |
| **Merchandise (net)**        | Club shop sales less stock cost                  | Pre-order drops make this predictable                                                                                               |
| **Grants**                   | Local government, sport bodies, foundations      | Only when approved; applications live on a separate pipeline list                                                                   |
| **Events & ticketing**       | Presentation night, social functions             | Net of venue/catering                                                                                                               |
| **Donations**                | One-off + recurring giving                       | Recurring supporter programs make this a real line                                                                                  |
| **Facility hire & other**    | Ground/clubhouse hire, interest                  |                                                                                                                                     |

### Expenses

| Category                           | Line items                                                               | Notes                                                                             |
| ---------------------------------- | ------------------------------------------------------------------------ | --------------------------------------------------------------------------------- |
| **Affiliation & insurance**        | Association fees, per-player levies, public liability, personal accident | Usually the biggest single block; get real quotes early                           |
| **Facilities**                     | Ground/court hire, utilities, line marking, maintenance                  | Include the month the big facilities invoice lands in your cashflow sketch        |
| **Equipment & uniforms**           | Match/training equipment, playing kit, first aid                         | Split capital purchases (mower, defib) onto their own line                        |
| **Match-day costs**                | Umpires/referees, entry fees, match balls                                | Scale with team count                                                             |
| **Coaching & development**         | Course fees, accreditation, guest coaches                                | Development spend members can see                                                 |
| **Administration**                 | Software, website, bank/transaction fees, PO box, stationery             | Keep transaction fees visible — they're a cost of easier collection, and worth it |
| **Communications & marketing**     | Printing, signage, come-and-try day costs                                |                                                                                   |
| **Events (cost side)**             | Presentation night, functions                                            | Pairs with the income line                                                        |
| **Volunteer & member recognition** | Awards, life-member honours, thank-yous                                  | Small line, large returns                                                         |
| **Compliance & governance**        | Incorporation fees, audit/review, permits (raffle, food, liquor)         |                                                                                   |
| **Contingency**                    | 5–10% of total expenses                                                  | Not optional; this is the "we didn't see it coming" line                          |

Below the table, keep two summary lines: **planned surplus** (aim for a small one — roughly 5–10% of turnover) and **cash reserve target** (best practice: enough to cover three to six months of fixed costs, built over several seasons). A club with a term's worth of costs in reserve makes decisions; a club without one takes whatever it can get.

One line every treasurer should confirm early is the club's tax position.

That means knowing whether the club needs to register for GST once turnover crosses the threshold, and whether it qualifies for not-for-profit concessions — the Australian Taxation Office's not-for-profit pages cover both.

_General information, not financial advice — confirm your club's position with the tax authority or an accountant._

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