Club and PTO treasurer bookkeeping: donations, dues and a few bills
Booster clubs, PTOs, robotics teams and small nonprofits usually have one bank account, a volunteer treasurer and a board that asks, every month, where the money went. The bank statement is where that answer starts.
Worked example: one September
The tool ships a synthetic statement for a club (fixtures/club-checking.csv): three income deposits and seven payments. Nine of ten lines get a suggested account with no rules taught; one is left for a person on purpose.
| September 2026 | Amount |
|---|---|
| Zeffy donations payout | $1,420.00 |
| Givebutter payout | $865.50 |
| Square fundraiser deposit | $512.75 |
| Income | $2,798.25 |
| Website, event insurance, state annual report | −$258.00 |
| Staples, PO box, Vistaprint (office and printing) | −$227.35 |
| Sam's Club (food, prizes or supplies? left for you) | −$143.18 |
| Surplus | $2,169.72 |
The Sam's Club trip is the kind of line only the treasurer can place, so the tool asks instead of guessing. Closing balance on the statement: $4,169.72; the books reconcile to it.
What the tool does for a treasurer
- Imports the bank CSV and suggests income for Zeffy, Givebutter, Donorbox, Classy, GoFundMe, MemberPlanet, dues and fundraiser deposits.
- Files the usual bills (website, insurance, state filings, printing, office) and leaves ambiguous warehouse-club and big-box trips for review.
- Reports an income and cost statement and a balance sheet you can hand a board, and exports QuickBooks, Xero or IIF journals if you outgrow it.
Rules are written from the platforms' names; no real treasurer's statement has been tried.
Questions
Is a donation-platform payout the whole donation?
Usually not. Platforms pay out net of card fees or tips, so the deposit is less than what donors gave. Compare with the platform's report and book the difference as fees, so donor receipts and your books agree.
Does this handle restricted funds or fund accounting?
No. It keeps one set of books with income and cost accounts. If a gift is restricted, track that separately or with your treasurer's own notes; this is not a substitute for a nonprofit accountant, a Form 990 or state filings.
Is it free?
Yes. It is open source (MIT), runs in your browser and nothing is uploaded.
Open AI Bookkeeper and import your bank statement.