BeeKeeper for PTAs
A PTA treasurer answers to a board, a council, a state office and the IRS
Not a P&L. The annual financial report, laid out the way the state PTA sample shows it, with receipts and disbursements grouped the way they group them. Every June somebody rebuilds it in a spreadsheet from a ledger that was never shaped for it.
The motion passed in February. It is in the minutes, on a napkin, and in an email to the president. Which version of the budget is the approved one is now a matter of opinion, and budget vs. actual is comparing against the wrong number.
The year ends and so does your term. Whatever lives in your inbox, your laptop and your head leaves with you, and the person taking over starts with a banker's box and a question they cannot ask anyone.
A year in the life of a PTA treasurer
July: the budget goes to the membership
Draft it as a working budget, propose it, and the membership approves it. The approved version is locked as a snapshot, so the number the board voted on is the number the year is measured against — not whatever the spreadsheet says today.
August: the bank starts doing the data entry
Connect the account once, read-only. Transactions arrive nightly, rules catch the ones you see every month, and AI proposes a category for the rest. Nothing posts until you say yes.
October: the fall fundraiser pays out
Link FutureFund and every payout lands as a balanced journal entry, income split by campaign, fees where they belong, the deposit matching the bank. The biggest deposit of the year books itself.
Money goes out the way the bylaws say
A parent photographs the carnival receipt in the parking lot and submits with no account. Two officers sign off from a link in their email. You print the check on your own stock, and the ledger already has the entry.
The month closes, the board gets its report
Tick off what cleared, watch the difference reach zero, lock the month. The treasurer's report for the meeting is one click, with a line at the bottom for you to sign.
February: the membership votes a change
Amendment #2, with the reason on the record, approved. Budget vs. actual reflects it from that day. In June nobody has to reconstruct what was voted when.
Spring: the council asks, and the IRS is due
The annual financial report prints in the PTA format the council expects. The Tax Center e-files the 990-N, or fills the 990-EZ worksheet from the chart of accounts you mapped in July.
June: the audit committee, then your successor
The Audit Kit pulls the year onto one page and lists what is still missing while there is time to find it. The Treasurer Transition Kit hands the next treasurer the whole year, organized, on day one.
The features a PTA leans on hardest
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.
Budgets & Amendments
Build the annual budget, take it from working draft to proposed to approved, and track actuals against it all year. Amendments are numbered, carry their reason, and stay on the record.
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.
990 & 1099 Filing
BeeKeeper maps your chart of accounts to the Form 990 lines as you go, so the worksheet fills itself from real activity. 1099s come from the vendor payments you already tracked.
Treasurer Transition
Every transaction, budget decision, reconciliation and filed form from your term, packaged for the person taking over. No shoebox, no 'ask the old treasurer'.
FutureFund Sync
Link your FutureFund account once and each payout lands in BeeKeeper as a journal entry — income per campaign, fees grossed up, sales tax where it belongs, deposit matching the bank.
What your council asks for, already in the format they want
PTA accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
The PTAs & PTOs plan
PTA councils and districts are free. A newly chartered unit's first year is $1. PTAs supporting a Title I school pay a reduced rate — email support@futurefund.com and we will set it up before you subscribe.
Frequently Asked Questions
Other groups we serve
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.
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.