How to Add an Expense in BallersBook

Intro

Keeping a clear record of your club’s expenses is essential for budgeting, financial reporting, and ensuring every dollar is accounted for. BallersBook’s Finance Expense module lets you log individual expenditures and associate them with a season, group, or specific expense category. This guide walks you through adding a new expense step by step.

Prerequisites

• An active BallersBook account with Admin or Finance role permissions.
• At least one Expense Category already defined in your club’s settings. (If you haven’t created categories yet, ask your club admin to set them up under Finance → Expense Categories.)
• Basic information about the expense: amount, description, date incurred, and (optionally) the season or group it relates to.

Step-by-step

1. Log in to your BallersBook account and navigate to the Finance section from the main sidebar menu.
2. On the Finance page, click Expenses to open the list of recorded expenses.
3. In the upper-right corner of the expenses list, click Add Expense. A new form appears.
4. Fill in the required fields:
   • Amount – enter the numeric value of the expense (e.g., 150.00).
   • Description – provide a brief explanation of what the expense was for (e.g., “New training cones”).
   • Date Incurred – select the date the expense occurred using the date picker.
   • Category – choose an existing expense category from the dropdown (e.g., “Equipment”, “Facility Rental”). Categories must be set up beforehand.
5. Optionally, link the expense to a specific Season or Group to improve financial reporting. Use the corresponding dropdowns to select the season and/or group (if applicable).
6. Review the information and click Save. The expense is now recorded and will appear in your club’s financial logs.

💡 Tip: Associating expenses with a season or group makes it easier to generate per-season budgets and group‑specific spending reports later.

Tips & Pitfalls

• Double‑check the category: Always select the correct expense category so your reports stay accurate. If the category you need doesn’t exist, ask your admin to add it first.
• Link to a season when possible: If the expense belongs to a particular season (e.g., Fall 2026), select that season. This enables you to compare expenses across different seasons.
• Bulk entry? BallersBook currently supports adding expenses one at a time. For large batches, consider using a spreadsheet and contacting support for import options.
• Required permissions: If you don’t see the Add Expense button, confirm that your role includes the necessary finance permissions. Contact your club admin if needed.

Summary

Recording an expense in BallersBook is a straightforward process: go to Finance → Expenses, click Add Expense, fill in the amount, description, date, category, and optional season/group links, then Save. By consistently logging expenses, you’ll have a clean financial trail for budgeting, audits, and season‑end reviews. Next, explore how to generate expense reports or reconcile payments against invoices for complete financial management.