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Monthly Treasurer's Report: fill it in, it does the sums, print it for the meeting

For the volunteer treasurer of a PTA or PTO, booster club, youth sports team, church committee, scout troop or HOA. Type the month's opening balance, income and expenses, and the bank statement; the page gives you the closing balance, a bank reconciliation that shows whether you are off and by how much, and budget-vs-actual, laid out the way a board expects to read it. Nothing leaves your browser.

What a treasurer's report has to contain

State PTA units, PTO Today and the school-fundraising platforms all describe the same document, and the sections above follow it: a header and date, the opening balance, an income summary and an expense summary for the month, a bank reconciliation, the closing balance, a budget comparison, and notes. The one most volunteer reports leave out is the reconciliation, and it is the one that protects you: a closing balance that agrees with the bank, after uncleared cheques and deposits in transit, is what an audit committee actually checks.

A worked example, done by hand

The sample already in the form is a PTA's May. Opening balance $4,210.50. Income: membership dues $480.00, spring carnival $2,315.75, Box Tops $96.40, total $2,892.15. Expenses: carnival supplies $1,104.20, teacher appreciation $350.00, insurance $215.00, bank fee $8.00, total $1,677.20. Net for the month is $2,892.15 − $1,677.20 = $1,214.95, so the closing balance per the books is $4,210.50 + $1,214.95 = $5,425.45.

The bank statement says $5,905.45. That is not a $480 error: the carnival rental cheque for $480.00 was written in May and had not cleared by the statement date. Adjusted bank balance = $5,905.45 − $480.00 + $0 in transit = $5,425.45, difference $0.00, reconciled. If the difference had been anything else, the first places to look are a deposit logged in the wrong month, a bank fee never logged, and a transposed digit.

Budget: $7,480.30 received against a $12,000 annual income budget is 62.3% with nine of twelve months (75%) gone, so income is running behind the year; $6,212.90 spent against $11,500 is 54.0%, within pace. That pair of sentences is usually the whole board discussion.

How to use it every month

1. Copy last month's closing balance into Opening balance. It must equal last month's report, or the two reports do not chain.
2. Enter each income and expense line from your log (one line per category is enough for the board; keep the receipts and the full log for the audit).
3. Take the closing balance from the bank statement, then list cheques you have written that are not on it and deposits you have made that are not on it. The tool does the reconciliation.
4. Print, or copy the text into the meeting minutes. Sign it, have the president initial it, and file it with the statement.

What this page does not do

It does not keep your log between months, track who has paid dues, produce giving statements, or prepare the year-end figures for a 990-N or 990-EZ. It is the one-page report. If you want the log, the dashboard that fills the report in for you, dues and sponsor tracking, and a hand-off pack for the next treasurer, those are the workbooks below; if your organisation runs payroll or holds restricted grants, you want accounting software rather than a bigger sheet. This is an organising tool, not tax, legal or accounting advice.

The workbooks that fill this report in for you

• PTA / PTO Treasurer Spreadsheet — budget, dues, fundraisers, committees, the monthly report and year-end totals for 990 prep.
• Youth Sports & Booster Club Treasurer — player fees with balances per family, sponsors pledged vs received, fundraisers net of costs.
• Church Treasurer Spreadsheet — tithes and offerings by fund, designated funds, giving statements per donor.
• The Treasurer's Complete System — bank reconciliation, annual review and the hand-off pack in one workbook.

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