Club Treasurer Guide
Dues collection, budgeting, reporting, tools, and tax — everything a club treasurer needs to know in 2026.
Disclaimer: This guide provides general information for club treasurers. It is not legal or tax advice. Consult a qualified accountant or legal adviser for advice specific to your jurisdiction and club structure.
The club treasurer role is one of the most important — and most underappreciated — positions in any volunteer organisation. Done well, it keeps the club financially healthy, builds trust with members, and gives the committee the data they need to make good decisions.
This guide covers everything from how to collect dues to what goes in an annual report. For pricing strategy, see our membership tier pricing guide.
Core Treasurer Responsibilities
Collecting dues and payments
Membership fees, event fees, fines, and any other income sources
Budgeting
Annual budget preparation and tracking actuals vs. forecast throughout the year
Record-keeping
Maintaining accurate records of all income and expenditure with receipts
Financial reporting
Preparing monthly updates for committee and annual report for AGM
Bank account management
Holding signing authority, managing two-signatory requirements, reconciling monthly
Tax compliance
Understanding and meeting any HMRC, IRS, or local tax filing obligations
Collecting Dues in 2026
Online payment collection has transformed club finance. Here is the hierarchy of methods by efficiency:
Stripe via Who's In
RecommendedPros: Automatic collection, reconciliation, and receipts. Members pay by card at sign-up. 2.7% fee.
Cons: Transaction fee on each payment
Standing Order / Direct Debit
RecommendedPros: Predictable, low failure rate for recurring annual payments. No transaction fee.
Cons: Admin to set up. Manual reconciliation. Cannot be easily changed.
BACS / Bank Transfer
Pros: No fee for domestic transfers in UK.
Cons: Manual reconciliation. Chasing non-payers is time-consuming. Easy to forget or delay.
Cash
Pros: No tech required.
Cons: No audit trail. Security risk. Counting and depositing is time-consuming. Increases treasurer liability.
Budget Template: Income and Expenditure Categories
Income
- Membership dues (free/paid tiers)
- Event fees
- Sponsorship income
- Merchandise sales
- Grants and donations
- Fundraising net income
Fixed Costs
- Venue hire (regular)
- Insurance
- Affiliation fees
- Software subscriptions
- Website hosting
- Banking fees
Variable Costs
- Event materials and equipment
- Coaching or speaker fees
- Marketing and printing
- Catering and refreshments
- Travel and transport
- Prizes and awards
Capital Expenditure
- Equipment purchases
- Facilities improvements
- Technology upgrades
- One-off event costs
Recommended Tools for Club Treasurers
Who's In
FreeMembership dues and event payment collection via Stripe. Automatic reconciliation. 2.7% fee on paid transactions.
Google Sheets or Excel
FreeBudget tracking and simple income/expenditure ledger. Free and widely understood by committee members.
Xero or QuickBooks
PaidFull accounting software for larger clubs with complex finances or trading activities.
Stripe Dashboard
FreeView all payment history, issue refunds, download receipts. Integrated with Who's In.
Dext (formerly Receipt Bank)
PaidCapture receipts via phone and auto-categorise expenses. Useful for treasurers who handle cash or card payments.
GoCardless
PaidDirect debit for recurring annual subscriptions. Lower failure rate than card payments for large clubs.
Monthly Treasurer Checklist
- Reconcile bank statement against records
- Chase any outstanding membership payments
- Review upcoming large expenditures
- Export payment report from Who's In
- Update actuals vs. budget spreadsheet
- Prepare treasurer update for committee meeting
Tax Considerations by Country
General guidance only — always consult a qualified accountant.
United Kingdom
Unincorporated associations with income under £85,000 are typically below the VAT threshold. Club surpluses may be subject to corporation tax if trading activities are significant. HMRC has specific guidance for sports clubs and mutual trading.
United States
Social clubs may qualify for 501(c)(7) tax-exempt status. Annual Form 990-N (e-Postcard) required for clubs earning under $50,000. Consult a nonprofit specialist for state filing requirements.
Australia
Clubs registered as incorporated associations may qualify for income tax exemptions. Payroll tax and GST thresholds vary by state. Check with your state's Office of Fair Trading.
Related Guides
Related Reading
Membership Tier Pricing Guide
What clubs typically charge and the psychology of pricing.
Club Analytics: What to Track
Revenue per member, churn, attendance rate — the 8 key metrics.
How to Start a Club
The complete founder guide from zero to first 100 members.
Retention Strategies
12 proven ways to reduce churn and keep members paying.
