Booster Club Treasurer Spreadsheet and Cash Count

Booster club treasurer spreadsheet for athletic, band and activity booster clubs. One workbook for the whole season: concession stand cash counts with two counters, athlete and player fees, spirit wear orders, tournament and event profit and loss, team allotments, the transaction ledger, bank reconciliation, a one-page treasurer report, 990-N / 990-EZ prep and an audit tie-out, with a Dashboard on top. Excel & Google Sheets, plus a Word guide and handover checklist.

Booster books have more moving parts than most clubs: a cash box from every home game, fees that come in a few at a time, spirit wear orders, a weekend tournament, and coaches asking how much of their allotment is left. This workbook does the math and flags errors. Each tab tells you what to fix in plain English, with the dollar amount, before it reaches your board meeting or your athletic director: counters who disagree on a cash box, the same person counting twice, a concession deposit that is off or more than 2 days late, an athlete who still owes, a spirit wear order not delivered, a team over its allotment, a tournament that lost money, a bank rec that isn't at a $0.00 difference, a reimbursement with no receipt or a self-approval, and budget lines more than 10% off.

WHAT'S INCLUDED (5 files: 2 Excel + 2 Word + START_HERE)

• Booster_Club_Treasurer_Workbook.xlsx: the blank 18-tab workbook you work in
• Booster_Club_Treasurer_Workbook_EXAMPLE.xlsx: a full sample year for a fictional high school athletic booster club, with a few problems planted so you can see the flags working
• Booster_Club_Treasurer_Guide.docx (Word): setup, the routine for each game and each month, and year end, in plain English
• Booster_Handover_Checklist.docx (Word): printable checklist for passing the books to the next treasurer, including the concession cash box and floats, the fees roster and spirit wear inventory
• START_HERE.txt: what to open first and the recommended order

THE 18 TABS

• Start Here: club name, fiscal year, up to 3 bank accounts with opening balances, officers, and your Teams list (up to 20 sports) that feeds every sport dropdown
• Dashboard: cash on hand, year-to-date income, expenses and net, concession net, fees and spirit wear still owed, teams over allotment, latest bank rec, open flags and 5 charts
• Categories: your income, expense and transfer list for the ledger dropdowns, with booster categories already in
• Transaction Ledger: every deposit, check, payment and transfer, with a status column that flags bad rows
• Bank Reconciliation: one block per account; says RECONCILED only when the difference is $0.00
• Cash Count: printable two-counter sheet by denomination for other event cash bags
• Fundraiser P&L: up to 12 fundraisers, with net and margin pulled from the ledger; flags a loss
• Concession Stand: up to 60 stand shifts. Each counter types their own total, and sales count only when the two totals match. Flags the same person counting twice, counters who disagree, a deposit that is off and a deposit more than 2 days after the shift. Season net, net per shift and sales by sport
• Athlete Fees: up to 200 fee lines (pay-to-play, participation, uniform, travel) with scholarships and waivers; status reads Paid, UNPAID $X, OVERPAID $X or WAIVED; the roster ties to the ledger
• Spirit Wear: up to 200 order lines with size, quantity, price and cost; amount owed and margin on every line; UNPAID and Not delivered flags; orders tie to the ledger
• Tournament & Event P&L: up to 10 tournaments or events, budget vs actual by line, concession sales pulled in from the stand tab, a Made $X or Lost $X line and a ledger check
• Reimbursement Register: requests before you pay them; flags a missing receipt, no approver and self-approval
• Allotments: a budget per team or sport, spent from the ledger, raised by the team, team net and % used, with messages like "Football is over its $2,500.00 allotment by $180.00"
• Dues & Fees: parent and family booster memberships, with UNPAID / OVERPAID status checked against the ledger
• Budget vs Actual: your approved budget vs the ledger; flags lines more than 10% off
• Treasurer Report: one printable page for any period-ending date, with cash by account and rec status, income and expense, top fundraisers, a booster activity block and a signature line
• 990-N and 990-EZ Prep: gross receipts with transfers left out, a 3-year average and the form thresholds to discuss with your tax preparer
• Audit Tie-Out: 12 checks that tie the ledger, report, budget, bank recs, fees, spirit wear, tournaments and concession flags together, with an OVERALL PASS / FAIL

HOW IT WORKS

1. Open the EXAMPLE workbook and start on the Dashboard to see a finished year.

2. Fill in Start Here once: club name, fiscal year, bank accounts, officers and your teams.

3. Set up Categories, your budget, team allotments and booster memberships.

4. Each home game, add one Concession Stand row per stand shift, counted by two different people and deposited within 2 days.

5. Keep Athlete Fees and Spirit Wear current as money comes in.

6. Each month, log every deposit, check and transfer, record reimbursements before you pay them, reconcile each bank statement, check the Dashboard and print the one-page Treasurer Report for your meeting.

7. After each tournament or event, fill in its P&L block.

8. At year end, finish the bank recs, aim for OVERALL PASS on the Audit Tie-Out, review 990-N and 990-EZ Prep and hand over with the checklist.

18 tabs · 4,267 formulas · no macros · sheets protected with no password, so you can unlock and adjust.

WORKS IN EXCEL AND GOOGLE SHEETS

Excel: download the ZIP, open the blank .xlsx and start on the Start Here tab (Excel 2016 or later, including Microsoft 365).

Google Sheets: upload the .xlsx to Google Drive and open it with Google Sheets, or use File > Import > Upload. Sheets does not always carry over Excel's sheet protection; use Data > Protect sheets and ranges if you want it back.

Word documents open in Microsoft Word, or upload them to Google Drive and open with Google Docs.

Keep the EXAMPLE file as a filled reference; work in the blank file.

WHO THIS IS FOR

treasurers at athletic boosters, band and music boosters and activity booster clubs, especially if you just took over the books before the season and want concession cash, player fees, spirit wear and team budgets in one place, a report for every meeting and a clean year to hand over.

BOOSTER WORKBOOK OR SCHOOL & CLUB WORKBOOK?

This Booster Club Treasurer Workbook is built on our School & Club Treasurer Workbook and keeps all 13 of its tabs, reworded for booster clubs. It adds the parts booster clubs need: Concession Stand, Athlete Fees, Spirit Wear and Tournament & Event P&L tabs, a Dashboard with charts, team allotments that show what each team raised, and 4 more Audit Tie-Out checks.

If you keep the books for a PTO-style parent group or a school club with no concession stand or player fees, the School & Club workbook is the simpler fit. You don't need both.

MORE FOR SCHOOL AND CLUB TREASURERS

INSTANT DOWNLOAD · DIGITAL ONLY · FINAL SALE

This is a digital product. No physical item will be shipped. Files are available immediately after purchase. Because of the nature of digital downloads, all sales are final (see shop policies for detail).

DISCLAIMER

Organizational tools only for booster clubs, parent groups and clubs. Not tax, legal, or accounting advice. Not approved or endorsed by the IRS, any school district, athletic association, national organization or regulator. Does not guarantee compliance or a clean audit. The 990-N and 990-EZ Prep tab is general information; filing requirements and thresholds depend on your organization's status and can change, so check the current-year IRS instructions and your school district's or parent organization's rules, and have a qualified CPA or tax preparer confirm how they apply to you.

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