Booster club accounting, one team at a time
A booster club is not one organization. It is a dozen, sharing a checkbook.
How much does my team have? The football coach asks in August, the band director in October, the robotics advisor in March. Every answer is a spreadsheet you have to rebuild first, and none of them trusts the number.
The girls' soccer car wash and the marching band's mattress sale both landed in the same checking account. Keeping them apart on paper works until the month the treasurer is also running the concession stand.
A parent submits $612 in tournament fees against the wrestling team. You have no idea whether wrestling agreed to it. The coach does, and the coach is not in your books.
A year in the life of a booster club treasurer
July: the teams go in
Varsity football, JV football, marching band, cheer, robotics, drama. Each one gets its own budget for the year and its own carry-over balance from last season, tagged to the fund account BeeKeeper creates for it. The money stays in the club's one checking account.
August: the fundraisers land, team by team
The football program's FutureFund fundraiser is mapped to the football team, so every payout lands in football's column on its own. A deposit from the band's mattress sale is tagged to band in the bank feed, and a rule catches it next time.
September: a parent submits a receipt from the bleachers
Tournament fees, a case of tape, the trainer's supplies. The parent picks the team on the form, attaches the photo, and submits from their phone. No account, no password, nothing for you to administer.
The coach answers first
The expense goes to the team's coach and team parent before it reaches you. They open a link — no login — and say whether it is theirs. A yes passes it to you. A no, with a reason, ends it, and the parent is told why.
You pay it, and the ledger already knows the team
Two officers sign off by email, you print the check, and the entry is booked against the team that approved it. A check that covers two teams is split on the same check, one amount each.
Month end: reconcile, then publish
Tick off what cleared against the statement, lock the month, and publish. Every coach gets one email listing their teams, with a page each: balance, budget left, what has been spent, and the statement as a PDF.
January: the 1099s and the 990
The DJ from the athletic banquet and the clinician who ran band camp are on the 1099 list already, because their W-9s came in through a link when you hired them. The 990-N e-files from the books; the 990-EZ worksheet is filled in.
June: the year closes and every team keeps its money
Close the fiscal year and each team's surplus moves into its own fund balance. Football starts next season with what football earned, band with what band earned. Nobody has to argue about it in August.
The six features a booster club 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.
Expense Reports
Volunteers submit reimbursements from their phone with no login and no account. Receipts are read automatically, amounts are matched, and every request lands in one queue.
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.
Check Printing
Print one check or a whole run on plain check stock, with alignment you calibrate once. Voids, reprints and check numbers are all tracked for you.
Bank Imports
A direct, read-only connection to your bank brings transactions in nightly. Rules and AI categorize them, so your ledger is current between meetings, not after them.
One club, twelve teams, one bank account
Booster club accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
The Booster Clubs plan
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.
ASB & Schools
Associated student body accounting: a balance, budget and page per club, advisor-level approvals, invoice billing, and district-level oversight of every school under one agreement.