Print the check. Skip the checkbook.
One check, from the request to the reconciliation
Somebody needs paying
A volunteer submits a reimbursement, or an invoice arrives from the DJ who did the fall festival. Either way it starts as a request, not a check.
It goes into the run
Enter the check, or let an approved expense report fill one in for you. It sits in the queue with everything else waiting to be paid this week.
The board is asked
Sign-Off emails your two officers a private link. They approve from a phone, without logging in. If the expense report was already approved, those signatures carry over and nobody is asked twice.
The signatures come back
Approved, with who said yes and when, recorded against the check permanently.
It prints
Load your check stock, confirm the number on the top sheet, and one check or thirty come out aligned. Numbers are assigned as they print, so a jam does not burn a number.
It goes in the mail
The payee address prints in the window position, so the check folds straight into a window envelope.
The bank sees it
Weeks later it clears, and the bank feed brings the cleared line back in on its own.
It reconciles itself
The cleared line matches the check you already recorded. You tick it off, the difference falls to zero, and that check is closed out for good.
A checkbook is a second set of books that nobody reconciles
So the checks get written wherever the checkbook is, and the books find out afterwards. Sometimes much afterwards.
The president wrote 1042 at the meeting. You wrote 1042 on Tuesday. The bank will honour both, and that account will not reconcile cleanly again.
Six months on nobody can say which event that $318 was for, and the person asking is on the audit committee.
PTA accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
The things that actually go wrong when you print checks
What surrounds the printing
Every check on the account — number, date, payee, amount, status and the date it cleared. Search it by payee, by number, or by amount, including a partial amount when you only half remember it.
A report that finds every check number used more than once in your books and shows you all the transactions sharing it. Run it before the audit rather than during it.
Tick a check off while reconciling and it is marked cleared with the date. Untick it and it goes back. Check status is never a field you keep up to date by hand.
A check paying an expense report the board already approved carries those signatures onto the check, and the voucher stub prints who approved it. The same two people are not asked the same question twice.
And so much more
Frequently Asked Questions
Keep looking around
Reports
Treasurer's report, balance sheet, profit and loss, trial balance, budget vs. actual, and the annual financial statement in the format your state PTA expects. PDF or Excel.
Reconciliation
Match the statement against the ledger with running totals and a difference that has to reach zero. Finished reconciliations lock, so a cleared month cannot quietly change.
Sign-Off
Your bylaws require two signatures. Sign-Off collects them by email, on a phone, with no login — and writes down who approved what, and when.