How to Track Non-Player Revenue and Export PDF Receipts

Intro

Managing non-player revenue - sponsorships, fundraisers, and donations - keeps your club’s finances healthy and transparent. BallersBook’s finance module lets you create invoices for any income source, track payment status, and export professional PDF receipts to send to sponsors, donors, or event participants. This guide walks you through recording a non-player revenue item and generating a downloadable receipt.

Prerequisites

• An admin or admin-finance role on your account (or a role with the manage_finance permission).
• A club registered in BallersBook.
• At least one active Season in your club (invoices are always linked to a season).
• Optional: a Player record if you want to link revenue to a specific person (for individual donations or fundraiser contributions).

Step-by-step

1. Open the Finance Dashboard

Log in to your BallersBook account. From the main navigation, click Finance to open the finance overview page.

2. Create a New Invoice

On the Finance page, click the Invoices tab, then click New Invoice. A form appears with fields for the invoice details.

3. Fill in the Invoice Details

In the Invoice form, complete the following fields:

• Payer Name - For non-player revenue, enter the sponsor, donor, or organization name (e.g., “Local Business Corp” or “Spring Fundraiser”).
• Season - Select the season this revenue belongs to from the dropdown.
• Amount - Enter the total revenue amount (e.g., 500.00).
• Due Date - Set the date by which payment is expected.
• Status - Choose Pending (if not yet received) or Paid (if already collected).
• Notes - Optionally add internal notes, such as the purpose of the donation.

💡 Tip: You can link a non-player revenue invoice to a player if the revenue is associated with an individual (e.g., a parent’s donation). Leave the Player field blank for general sponsorship or fundraiser income.

4. Save the Invoice

Click Save Invoice to record the entry. The invoice appears in your club’s invoice list with a status icon and a unique ID.

5. Record Payment (if Applicable)

After you receive the funds, open the invoice by clicking its ID or the View button. Click Record Payment and fill in:

• Amount Received - Usually the same as the invoice amount.
• Payment Date - The date the payment arrived.
• Payment Method - Choose from options like Cash, Check, Bank Transfer, or Other.

Click Save Payment. The invoice status automatically updates to Paid.

6. Export the PDF Receipt

With the invoice finalized (status is Paid), click the Export PDF button at the top of the invoice detail page.

💡 Tip: If you don’t see Export PDF, verify the invoice has been saved at least once. The system generates a PDF receipt only after an invoice is saved.

A download begins for a PDF file containing:

• Club name and address
• Invoice ID and issue date
• Payer name (the sponsor or donor)
• Itemized revenue amount
• Payment method and date
• A clear “Paid” watermark or status badge

The PDF is ready to email or print for your contributor.

7. (Optional) Send the Receipt via Email

After exporting, you can send the PDF as an attachment. From the invoice detail page, click Email Receipt. A pre-filled email dialog opens, addressed to the payer’s email address (if entered during invoice creation). Adjust the message as needed and send.

Tips & Pitfalls

• Categorize revenue clearly. Use the Notes field to tag entries like “Fundraiser - Car Wash” or “Sponsorship - Platinum Level.” This makes reporting at season end easier.
• Double-check the season. Invoices must always belong to a season. If you haven’t created a season yet, go to Seasons first.
• Export only after payment is recorded. The PDF receipt includes a “Paid” indicator. Exporting before payment results in a “Pending” receipt that may confuse contributors.
• Keep player invoices separate. For player fees (registration, kit costs), use the dedicated player invoice flow. Non-player revenue is best tracked with invoices that leave the Player field blank.
• Missing the Finance tab? Ensure your account has the admin-finance role. Ask your club admin to update your permissions under Settings > Roles.

Summary

You can now track non-player revenue by creating invoices for sponsorships, fundraisers, and donations in BallersBook. After recording payment, export a clean PDF receipt to give to your contributors. This process keeps your financial records accurate and your supporters informed. Next, explore the Finance Reports page to see aggregated revenue across seasons and categories.