The treasurer is responsible for managing the club’s finances. This includes budgeting, reporting, and making sure money is handled properly.

Treasurers are usually part of the club’s board or committee. They provide financial leadership and advice, and are supported by the wider management team.

You don’t need to be an accountant, but you do need to understand basic financial principles and be willing to learn.

Key responsibilities

As a treasurer, you’ll be expected to:

• manage all financial administration, including banking and tax
• keep accurate records of income and spending
• prepare the club’s budget
• report on finances at meetings and produce the annual financial statement
• advise the board on financial strategy and fundraising

Getting started

If you’ve just been elected treasurer, here are some things to do first:

• read the https://community.net.nz/resources/treasurer-job-description/ (external link)
• set up or review your accounting system
• check your club’s financial policy
• make sure you have access to the club’s bank account and cashbook
• download and set up the templates listed below

Templates and tools

These templates will help you manage the club’s finances:

https://community.net.nz/resources/cashbook-template/

https://community.net.nz/resources/budget-template/

https://community.net.nz/resources/treasurers-report-template/

https://community.net.nz/resources/invoice-template/

https://community.net.nz/resources/expense-claim-form/ 

https://community.net.nz/resources/financial-policy-template/

Day-to-day money management

Accounting systems

Most clubs use a simple accounting software package. Choose one that suits your club’s size and needs. Manual systems (like spreadsheets) may be enough for smaller clubs.

Your accounting system should be able to:

• calculate GST and allocate it to transactions
• track spending and income
• produce profit and loss reports and balance sheets
• make adjustments easily
• generate clear reports for meetings
• track invoices, bills and memberships

Cashbook

A cashbook is a record of all money coming in and going out. It includes:

• cash payments
• bank transfers
• credit card transactions

Use a spreadsheet or accounting software to keep this up to date.

Bank accounts

Your club should have a dedicated bank account. Usually, two committee members (including the treasurer) are authorised to approve payments.

Some clubs authorise three people, with any two required to validate payments.

Bank statements provide a reliable record of spending. You can choose how often you receive them.

Useful resources

https://community.net.nz/resources/financial-management-toolkit/ https://community.net.nz/resources/damn-good-advice-for-treasurers/ https://community.net.nz/resources/treasurer-checklist/