For club treasurers
The treasurer job, without the quarterly spreadsheet rebuild.
Fees, shop sales, ticketing, donations and court hire all land in one ledger, dated by when the money actually arrived. When the meeting comes around, the treasurer report is already written.
What makes the treasurer job hard
None of this is the interesting part of running a club. All of it is why the role is hard to fill.
- Rebuilding the same income spreadsheet every quarter from four different exports.
- Chasing unpaid subs with no reliable list of who actually owes what.
- Working out GST by hand because the sale price and the tax were never recorded together.
- Being asked "how are we tracking against last year?" and having no honest answer.
- Handing over at the AGM with the club’s finances living in one person’s laptop.
How ClubHelix handles it
The platform mapped onto the moments the treasurer job actually runs on.
Money comes in
Membership fees, registrations, shop orders, event tickets, donations and facility hire are all recorded as they are paid, with the provider fee and any refund against the same record. There is no month-end import step, because nothing was ever outside the system.
The monthly position
Income summary by source, monthly revenue, and outstanding fees with a debtors ageing. Every figure is cash basis — dated by when the payment landed, not when the invoice was raised — which is how community clubs actually report.
The quarterly BAS
Tax is snapshotted onto each order at the moment of sale, so the GST/BAS summary reports what was actually collected rather than a rate applied after the fact. General information only — your accountant still signs the return.
Chasing what is owed
Outstanding and overdue, debtors ageing, instalment arrears and dues status — one list, sorted by how late, so a reminder run takes ten minutes instead of an evening.
Handing the file to the bookkeeper
Exports come out as CSV shaped for accounting imports: the column row first, currency as decimal dollars, no preamble an importer would choke on. Xero and QuickBooks bank-statement shapes are built in.
The committee meeting
The Treasurer pack collects the quarterly position, what is owed and the tax figures into one set, on the Australian financial-year quarters, and can email itself to the committee before the meeting rather than after it.
Handover
The next treasurer inherits an account, not a laptop. Reporting has its own permission split, so the role can be granted every money report without ever unlocking member medical notes or safeguarding records.
The reports you will live in
A handful of the hundreds in the catalogue — the ones a treasurer opens most. Each states how it was calculated, so the number can be argued with.
- Income summary by source
- Where the money came from this period — gross, refunds, net and processing fees.
- Quarterly finances
- The financial-year quarter, month by month, compared with the quarter before it.
- GST / BAS summary
- Total sales and tax collected, from tax snapshotted at the moment of sale.
- Outstanding & overdue
- Who owes what, and for how long — with a debtors ageing behind it.
- Transaction register
- Every payment in the period, line by line, for reconciling against the bank.
- Year-end position
- The full financial year in one view, ready for the annual report.
See the whole reporting feature →
Frequently asked questions
- For most community clubs, ClubHelix is the ledger of what the club took and who still owes it, and your accounting package is where that meets expenses, payroll and the statutory return. The exports are shaped so the two meet cleanly — bank-statement CSV with the column row first, currency as decimal dollars.
- No. The GST and BAS reports state what your club actually collected and how it was calculated, which is the information your accountant or registered tax agent needs. What you lodge, and whether your club is registered for GST at all, is a decision for them.
- Yes — that is exactly what the reporting permission split is for. A Treasurer position can be granted the finance reports and nothing else, so the money is visible and member medical notes and safeguarding records are not.
- You revoke one position and grant another. Every report, export and saved view stays with the club rather than with the person, and the audit log records who ran what.
- Yes. Instalment arrears is its own report, so a member paying a season fee in four parts shows as on-track or behind rather than simply "unpaid".
Do I still need accounting software?
Is this tax advice?
Can the treasurer see reports without being a full admin?
What happens at handover?
Does it handle instalments and payment plans?
Other committee roles
A club runs on more than one volunteer. Here is what the platform does for the rest of the committee.
Stop rebuilding the same spreadsheet.
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