Club cash book app: your club’s money in order, without the spreadsheet

Typical problems with club accounts today

Most small clubs don’t need complicated accounting software. They need a reliable record of money in and money out that more than one person can understand. In practice, this is where things usually go wrong:

• Receipts get lost or turn up months later in a coat pocket.
• The cash book spreadsheet exists in three versions, and only the treasurer knows which one is current.
• The takings from the summer fête are counted on a scrap of paper and typed in later.
• Volunteers wait weeks for their expenses to be paid back.
• Getting ready for the AGM and the auditors takes several long evenings.

How to keep a simple cash book for a club

Whether you use paper, a spreadsheet or an app, a few habits make the club treasury far easier to manage. Start a new cash book for each club year, so the figures for the general meeting are clearly separated. Keep one account for each place where money sits: the bank account, a savings account, the cash box and, if you use it, Payconiq.

Record every entry with date, description, amount and receipt. Compare the cash book with the bank statement at least once a month. Count the cash box before and after every event, ideally with two people present.

How the Veräinsbuch cash book works

The cash module is built for exactly these routines, so the treasurer spends less time typing and searching.

• Photograph a receipt with your phone and the amount is recognised automatically.
• Import bank statements instead of typing every line.
• Keep a cash book for each club year with accounts for bank, savings, cash and Payconiq.
• Get a separate balance sheet for each event or festival.
• Count the notes and coins in the cash box before and after a festival and have the difference booked automatically.
• Create payment receipts with on-screen signatures as a PDF, with the amount written out in words, in French, German, Luxembourgish, English or Dutch.

Ready for the AGM and the auditors

At the end of the year you export the cash book to Excel, CSV or PDF. The general assembly gets a clear overview and the auditors or examiners can check each entry against its receipt. Because the data belongs to the club and not to one laptop, a handover to a new treasurer is also much easier.

What the cash module is not

Veräinsbuch is a practical cash book for volunteer clubs, not double-entry bookkeeping or accounting software for tax returns. It does not collect membership fees by direct debit and it does not issue tax receipts for donations. If your club needs those, keep them in a separate tool.

What it costs

The cash book, expenses with receipt scanning, bank statement import, cash counting and payment receipts are part of the Pro plan at €14.95 per month per club, no matter how many members you have. Pro includes 1 GB of storage, and the Basis plan at €9.95 per month covers everything except cash. You can cancel monthly, and the 14-day free trial includes all features with no credit card required.