The treasurer's guide

You're the one the board looks at when someone asks "how much do we have?" MusterSheet keeps the booster books the way an auditor wishes you would — every dollar categorized, every change attributed, nothing ever silently deleted — without asking you to be an accountant.

This page walks the treasurer console end to end. Everything here also applies to the president: both officer roles can manage the books.

The dashboard

Your org dashboard (your booster org's name in the top navigation) opens with the numbers that matter: income and expenses for the fiscal year, the net, what families still owe, and badges for anything waiting on you — pending reimbursements, receipts to review, parent-account claims to approve. When a badge shows a count, that's your to-do list.

The ledger

The Ledger is the org's checkbook: every transaction with its category, method, who recorded it, and a running income/expense total.

To record one, use Record a Transaction right on the Ledger page:

1. Pick Income or Expense, then a category.
2. Enter the amount in dollars (e.g. 82.50), the date, who it was paid to (or came from), and the method — cash, check, card, or other.
3. Attach a receipt photo if you have one, add a memo, and submit.

The button disables itself the moment you click, so a double-click on shaky wifi can't record the same transaction twice.

There is no delete — and that's a feature

Made a mistake? Void the entry and give a reason. The row stays visible with a Voided badge and drops out of every total. That's what keeps your books defensible: corrections leave a trail instead of rewriting history. The audit log (under Reports) records who did what, when, for every money action.

Categories & budgets

Every org starts with a sensible category set — Student payments, Fundraiser proceeds, Donations & sponsorships, Concessions for income; Uniforms, Travel, Food & meals, Supplies, Equipment & instruments, Competition fees, Miscellaneous for expenses. Rename, add, or archive them under Categories to match how your board thinks.

Under Budgets, give each category a number for the fiscal year. The budget page then shows Budget / Actual / Remaining per category, with the Actual column fed live from the ledger — the board report writes itself.

Student accounts

Students is your roster. Each student's page is their account: a signed statement of charges, payments, fundraising credits, and adjustments, with the balance on top.

• Record a Payment — a check or cash handed to you in the parking lot. Enter the amount, date, method (and check number). This posts the payment on the student's account and the matching income row on the ledger in one step, so the family's balance and the org's books can never disagree. By default the payment counts toward the oldest charges first; if the family said the money is for something specific ("this check is for the spring trip"), open Apply to specific charges on the form and tick those charges before saving — the statement's Paid/Unpaid markers will honor your choice.
• Add a Charge — a one-off (lost uniform part, extra trip seat).
• Adjustment / Transfer — corrections, or moving a balance between siblings. Transfers post both halves at once.
• Void — same rule as the ledger: void with a reason, never delete.

Fees is where season pricing lives: create a fee (optionally split into installments with due dates), then assess it to the whole roster, a grade, or a section. Assessing twice won't double-charge anyone.

Online payments

Once you've set up Stripe under Settings, parents see a Pay Online button on their student's statement. Card payments post automatically to the student's account and the ledger — nothing to enter by hand — and every one of them shows up on Payments, right next to Students.

Most rows settle within seconds. An age label like 3h ago only appears on a Pending row, meaning the parent opened checkout but Stripe hasn't confirmed it yet — they may still be mid-checkout, or they closed the tab without finishing. A pending payment temporarily holds the charges it covers so they can't also be paid some other way while checkout is in flight; that's expected, and it self-heals the moment Stripe expires the abandoned session.

If a payment sits Pending for longer than makes sense (hours, not minutes) and you'd like the family to be able to try again sooner, open Void… on that row. MusterSheet checks with Stripe first, before it touches anything on your side:

• If the checkout link really is dead, Stripe confirms that and MusterSheet voids the payment — the charges become payable again right away.
• If the parent actually finished paying in the seconds before you clicked Void, MusterSheet detects that and does not void anything. You'll see a note that the payment completed and will post to the statement shortly instead. A Void click can never make a real payment disappear.

Voiding is safe to try more than once, and — like every other correction in the app — it's audit-logged under your name, with an optional reason, so the board can see who released a payment and when.

Balances & reminders

Reports → Balances shows every family's charged / credited / owed totals, biggest balances first, with the org-wide total on top.

Email Balance Reminders sends each linked parent a summary of what's due with a link to their student's statement. Two things to know:

• Reminders reach claimed parent accounts only. If the page tells you "3 owing families can't be reached yet — they haven't claimed parent accounts," those families still owe — the app just has no verified email to send to. Send them your join code from Settings (see Join your booster group).
• Parents who owe nothing never get a reminder.

Reimbursements & receipts

Two inboxes cover money that left someone's pocket:

• Reimbursements — a member paid out of pocket and wants the org to pay them back. Approve with the right expense category (or deny with a note), then Mark Paid when you hand over the check — that final step records the real expense on the ledger.
• Receipt Inbox — someone spent the org's money and snapped the receipt. Verify the details against the photo and confirm it into the ledger, or dismiss it with a reason.

Fundraisers

Create a fundraiser under Fundraisers, set what percentage of each student's amount raised counts as credit, and fill in the per-student participation grid as money comes in. Post Credits applies the credits to student balances — and it's safe to click again later: only new or changed amounts post, never duplicates.

Reports for the board (and the IRS)

• Treasurer's report — income and expense totals by category for any date range. Run it for the fiscal year and you have the numbers a 990-EZ asks for.
• Audit log — the who-did-what trail, filterable and exportable.
• CSV exports — the ledger, the audit log, and student account balances each export to a spreadsheet from their pages.

Closing the year

When the season ends, Year Close walks you through what to do with every remaining balance — carry it forward, refund it, transfer it to a sibling, or (with the family's blessing) donate it to the general fund — and then opens the next fiscal year. The page checks for unfinished business (like graduating seniors with open balances) and won't let you close until it's resolved.

Closing is one-way

Take your time on this page — a closed year can't be reopened. Nothing is lost (the history stays readable), but new transactions can only post to the new year.