BeeKeeper for PTOs
A PTO answers to its own board, and that is the hard part
A PTA sends its report to a council. A PTO sends it to nobody. That is the freedom of being independent, and it is also why a PTO's books can drift for two years before anyone notices the balance does not match the bank.
No state office reminds you, no council collects it, and losing your exemption for three missed filings is a real thing that happens to real PTOs. Somebody on the board has to know the deadline, the threshold and the form.
Your bylaws say two officers approve every payment. In practice that is a text message and a nod at pickup, and when a parent asks in June who approved the $1,400 to the DJ, the answer is a shrug.
A year in the life of a PTO treasurer
July: the board approves the budget
Draft it, propose it, approve it. The approved version locks as a snapshot, and every change after that is a numbered amendment with its reason on the record. Budget vs. actual measures the year against the number the board actually voted on.
August: the bank feed takes over the typing
A read-only connection brings transactions in nightly. Rules catch the recurring ones, AI proposes a category and a vendor for the rest, and nothing posts to the ledger until a person says yes.
Fall: the reimbursements start
A parent buys supplies for the fun run and submits the receipt from their phone before they leave the store — no account, no password. BeeKeeper reads the amount, date and merchant off the photo and flags anything that does not match.
Two officers sign off from their phones
Each reviewer gets a private link by email, good for seven days. Approve, reject with a reason, or abstain — and it is written down who did what, and when. The signatures carry onto the check you print.
Every month: reconcile, lock, report
Tick off what cleared against the statement, watch the difference reach zero, and lock the month so it cannot quietly change. The treasurer's report for the board meeting is one click.
Winter: the 990 stops being a mystery
Your chart of accounts has been mapped to the Form 990 lines since July. The Tax Center e-files the 990-N, or fills the 990-EZ worksheet from real activity — so somebody on the board can actually see where you stand against the threshold.
Spring: the audit committee gets a packet, not a shoebox
The Audit Kit pulls the year onto one page — position, reconciliation status, receipt coverage, vendors — and lists what is still missing while there is still time to find it.
June: the next treasurer starts with everything
The Treasurer Transition Kit hands your successor every transaction, budget decision, reconciliation and filing from your term, organized. Nothing leaves with you.
The features a PTO leans on hardest
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.
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.
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.
Audit Kit
One page pulls the year together for your audit committee — and hands you a list of what is still missing while there is time to find it.
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'.
Nobody is checking your work, so BeeKeeper does
PTO accounting that runs itself
Built for school groups. Free for 30 days, no credit card required.
The PTAs & PTOs plan
A newly formed PTO's first year is $1, and PTOs 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
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.
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.