How to Track Club Expenditures in Finance

Intro

Keeping a clear record of club spending is essential for budgeting and reporting. BallersBook’s Finance module lets you record each expense, assign it to a category, attach a receipt image, and - for recurring costs like facility rental or equipment orders - reuse a previous entry with one click using the Log Again button. This guide walks you through the full workflow.

Prerequisites

• An admin or finance‑manager account with the manage_finance permission (or equivalent role).
• A club set up in BallersBook.
• (Optional) A digital copy of the receipt (PDF or image) ready to upload.

Step-by-step

1. Open the Finance module. From the main navigation, click Finance and then select Expenses to view the list of all recorded expenditures.

2. Create a new expense entry. Click the Add Expense button. A form appears with fields for the expense details.

3. Enter the basic information. Fill in the required fields:

• Expense Title - a short description (e.g. “Training cones purchase”).
• Amount - the total cost (in your club’s currency).
• Date - when the expense was incurred.
• Season (optional) - link the expense to a specific season for better reporting.

4. Select or create a category.

• To use an existing category, pick one from the Category dropdown.
• To create a new category, click Manage Categories (or the + icon next to the dropdown). Enter a name (e.g. “Equipment”) and save it. The new category will appear in the dropdown immediately.

5. Upload a receipt. Under the Receipt field, click Choose File (or Upload Receipt). Select the image or PDF from your computer. The file will be attached to this expense record.

💡 Tip: Receipts help during audits. Even a photo of the paper receipt works - no need to scan it.

6. Add any notes (optional). Use the Notes field to record additional context, such as vendor name, payment method, or who approved the purchase.

7. Save the entry. Click Save to record the expense. The new entry appears in the Expenses list.

8. Repeat a past expense with Log Again. For expenses that happen regularly (e.g. monthly facility rent or recurring software subscriptions):

• Locate the previous entry in the Expenses list.
• Click the Log Again button next to that entry.
• A new expense form opens, prefilled with the same title, category, and amount. Adjust the date and any notes as needed.
• Click Save to log the new instance.

⚠️ Warning: The Log Again function copies the category and amount, but does not copy the receipt. You will need to upload a new receipt for each occurrence if you want to keep separate proof of payment.

Tips & Pitfalls

• Category management tip: Keep categories broad (e.g. “Training gear” instead of “cones”, “balls”, “pinnies”) to avoid clutter. You can always add notes for specifics.
• Receipt upload limit: BallersBook accepts images (PNG, JPG) and PDF files up to 5 MB. If your receipt is larger, compress the file before uploading.
• Log Again and seasons: If you have linked the original expense to a season, the prefilled entry will keep that season. Double‑check the season if the expense belongs to a new season - you can change it in the form.
• Deleting an expense: Once saved, an expense cannot be deleted from the UI (only a club admin can request removal via support). Always review the amount before saving.

Summary

Recording club expenditures is straightforward: create an expense, pick a category, optionally attach a receipt, and save. The Log Again button eliminates redundant data entry for recurring costs. After logging expenses, you can view them in the Finance Dashboard to see total spending by category or season - a great way to prepare for board meetings or budget reviews.