ASB accounting for schools and their districts
An ASB is a small bank with a lot of account holders
Student council, the robotics club, the key club, the class of 2028, the athletics program. Every one of them has a balance, an advisor and a fundraiser, and every one of them asks the same person the same question in the same week.
Student body funds are held in trust. The district auditor wants to see that the sophomore class's car wash paid for the sophomore class's dance, and a general ledger with one income account cannot show that.
Nine schools, nine sets of books, nine people to email when the board asks for a number. The district office finds out a school is three months behind on reconciliation when the audit does.
A year in the life of an ASB bookkeeper
July: the clubs go in
Every club, class and program gets its own budget for the year and its own carry-over balance, tagged to the fund account BeeKeeper creates for it. The chart of accounts starts from an ASB blueprint — Athletics Checking, Student Activity Deposits, Inventory — rather than a business template.
August: a purchase order, not a card
The plan is bought on a quote and a purchase order, and billed by invoice. Nobody at the school has to find a credit card, and the district's agreement covers every high school and middle school it puts on BeeKeeper.
September: the deposits come in by club
The football gate, the spirit wear sale, the drama club's ticket money. Each deposit is tagged to its club in the bank feed, and a rule catches the recurring ones next month on its own.
October: an advisor answers for their club
A parent or advisor submits a receipt from their phone and picks the club. The club's advisor opens a link — no login — and says whether the expense is theirs before it reaches the bookkeeper. A no, with a reason, ends it.
The bookkeeper pays, with two signatures on record
Two authorized signers approve by email, the check prints on the school's own stock, and the entry is already booked against the right club. Every approval is written down with who and when, which is what the auditor asks for.
Month end: reconcile, lock, publish
Tick off what cleared, lock the month, and publish. Every advisor gets one email listing their clubs, with a page each: balance, budget left, what has been spent, and the statement as a PDF for the club's own records.
Any month: the district looks across its schools
Under a district agreement, the district office sees every school's books rather than emailing nine bookkeepers for nine numbers. Single sign-on comes with the same agreement, so staff sign in the way they sign in to everything else.
June: the year closes and every club keeps its money
Close the fiscal year and each club's surplus moves into its own fund balance. The class of 2028 starts junior year with what the class of 2028 raised. There is no 990 to file — the district files its own return.
The six features an ASB leans on
Team Management
Tag any transaction to a team and BeeKeeper keeps a balance, a budget and a statement for each one. Coaches and team parents open their team's page from a link — no login — and approve its expenses.
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.
Vendors & W-9s
Vendors complete their own W-9 through a secure link. Tax IDs are encrypted, payment totals add up all year, and January's 1099 list comes off the books you already kept.
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.
Security & Roles
Give the president, treasurer and auditor exactly the access their role needs. Every edit is logged with who made it and when — including us, when you ask us for help.
Support
Our support team does nothing but K-12 school groups. They know what a fiscal year close looks like for a PTA, why your council wants that report, and how to fix the books when it goes wrong.
Clubs, and the district above them
ASB accounting, set up with you
Sold under a district agreement and billed by invoice. Tell us how many schools and we will come back with a quote.
Frequently Asked Questions
Other groups we serve
PTAs
The PTA-format annual financial report, budget amendments on the record, Form 990 mapping, and a Treasurer Transition Kit for the June handover. Free for councils and districts.
PTOs
An independent parent group answers to its own board and files its own 990. BeeKeeper gives a PTO the approvals, reports and year-end packet a council would have asked for — without the council.
Booster Clubs
One club raising money for every team, band, ensemble and academic program at the school. BeeKeeper keeps a balance, a budget and a page for each one, and lets the coach approve its expenses.