A strong financial plan helps your club stay sustainable and achieve its goals. Budgeting and cash flow forecasting are key parts of managing your club’s money well.

Use this guidance to understand how to:

• create a club budget
• forecast your cash flow
• manage your finances throughout the year

Set up a financial management plan

Download a budget template (Excel)

Download a cash flow forecast template (Excel)

Why budgeting and forecasting matter

A good financial plan gives your club:

• a clear picture of your income and spending
• confidence to make informed decisions
• the ability to plan for the future
• a way to stay on track with your strategic goals

Budgeting and cash flow forecasting help you avoid surprises and keep your club financially healthy.

Create a club budget

Your annual budget is your club’s financial game plan for the year ahead. It shows how much money you expect to receive and spend over the next 12 months or more.

The treasurer usually prepares the budget, and the management committee must approve it.

You can use a spreadsheet or a manual cashbook to create your budget.

How to prepare a budget

1. Start with your strategic plan – base your budget on the goals your club wants to achieve.
2. Use last year’s figures – look at your actual income and expenses from the previous year.
3. Estimate for the year ahead – include known costs and expected income.
4. Adjust as needed – refine your numbers until the budget is realistic and achievable.
5. Get approval – present the budget to your committee or governing body for sign-off. 
6. Monitor regularly – compare your actual income and spending to your budget throughout the year.

Forecast your cash flow

A cash flow forecast shows how money moves in and out of your club each month. It helps you plan for times when income is low and ensures you can still pay your bills.

This is especially important if your club’s income varies throughout the year.

What to include in a cash flow forecast

• Receipts – money coming in (e.g. membership fees, grants, fundraising)
• Payments – money going out (e.g. rent, equipment, wages)
• Opening and closing bank balances – to track your cash position each month

How to prepare a cash flow forecast

1. Use past data – look at previous years to understand when money comes in and goes out.
2. Refer to your budget – use it to estimate amounts for each month.
3. Include GST – cash flow is GST-inclusive, even if your budget is not. 
4. Add all payments – include GST payments to IRD, loan repayments, and asset purchases.
5. Choose your timeframe – forecast daily, weekly, or monthly depending on your needs.
6. Reconcile with your bank – make sure your forecast matches your bank statements.

Keep your finances on track

Once your budget and forecast are in place:

• review them regularly
• update them when things change
• use them to guide decisions and spending
• share updates with your committee

More support and resources

https://sportnz.org.nz/resources/financial-management-for-clubs/ https://sporttutor.nz/pages/courses/view.php?id=112 https://community.net.nz/resources/