Hand off the books, not a banker's box
One handover, from the April nomination to next year's
April: somebody says yes
The nominating committee finds your replacement and you agree to hand over at the end of June. That gives you ten weeks, which is more than most handoffs get and still not very long.
You invite them, by name and email
Add them as an admin while you are still one. They get their own login rather than your password, which is the whole difference between a handover and a shared account nobody can untangle later.
The Transition Kit shows them the year
Reports, then Treasurer Transition Kit. Legal name, EIN and fiscal year. Every account and its balance. Every bank connection and when it last synced. Every approved budget against actual. What is still waiting on a decision. Who has access. Key dates. The last ten entries, so they can see the shape of a normal month.
You work the eight-item checklist together
Signature cards at the bank, online banking, check signing authority, credit cards, budget files, vendor contacts, prior-year records, and access in BeeKeeper. The items that are not in the software are the ones people forget.
You do one reconciliation side by side
May's statement, with both of you logged in. Twenty minutes of watching you tick off cleared transactions teaches more than any binder, and they do June on their own.
June ends, and you close the year
Closing posts the closing entry into equity, freezes every transaction dated on or before the last day, and records who signed it off and when. If something genuinely has to change later, the most recent year reopens with a reason on the record.
Your term ends, and the history keeps your name
The new admin removes you — nobody can change their own access, which is the right way round. Every approval, edit and void you made still names you, because the name was stamped onto the record at the time rather than looked up afterwards.
Next June they do this for the person after them
They inherit the ledger, not a box of paper, and the kit reads the same on the day they hand over as it did on the day they arrived.
Turnover is annual. Most accounting software assumes it never happens.
Bank logins, the blank check stock, a folder of receipts, and the one spreadsheet that explains the other spreadsheet. All of it in one house.
Two weeks in June, between a board meeting and somebody's vacation. Whatever does not get said out loud is gone.
Your successor cannot ask why that $412 check was written. You are not the treasurer any more, and you do not remember either.
What the Transition Kit hands over
Legal name, EIN, address, organization type, fiscal year start and accounting method — the block they will be asked to copy onto a form within their first month.
Every active asset, liability and equity account with its balance, and the net position underneath.
Which institution, which last four, which ledger account it feeds, whether it is still connected, and when it last synced.
Each approved budget line by line, budgeted against actual with the variance, and a warning where spending ran past it.
Expense reports waiting on a decision, with who submitted and for how much, plus how many bank transactions are still uncategorized.
Everyone with access, their role, and when they were last here — including the invitations nobody ever accepted.
This fiscal year's start and end, and the date the next one begins.
The ten most recent entries with date, reference, description and payee, so a new treasurer can see the shape of a normal month.
PTA accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
What a binder cannot do
And so much more
Frequently Asked Questions
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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.
Easy Import
Import your chart of accounts, budget, vendors and full transaction history. Switching mid-year is normal here, and we do the hard part with you.
AI Assistance
AI reads receipts, matches them to transactions, and proposes a category and vendor for every import. Nothing posts without a human saying yes.