BoosterHub

Marching Band Accounting: How Can I Make It Easier?

Marching band accounting is known for being complex and convoluted. The good news, though, is that you don’t have to maintain this status quo. To improve the process, all you need to do is implement some tried-and-true best practices and upgrade your payment processing software.

Specifically, you should consider the following best practices:

Stop Accepting Random Payments

Many older band software tools lack payment limits, rules, and customization options. This encourages parents to make random payments on outstanding balances, which contributes to the band accounting nightmare. For instance, parents could pay random amounts toward the year’s band camp fees or other balances.

Put a stop to this immediately. Inform parents that they only have two options when it comes to covering unpaid balances. They can either make a one-time payment that settles the balance or set up a payment plan. Naturally, you are going to get some pushback, but you can lower the resistance by being flexible with payment plan options.

Go Cashless

Stop chasing checks or keeping up with a safe in the band hall. Go cashless for all band-related purchases, including paying dues, rental fees, and camp costs. If you need parents to cover an expense, obtain the funds via card or ACH payments.

Consider going cashless when taking donations, too. Having students carry large amounts of cash is risky for everyone. Removing cash from the equation eliminates this issue entirely. Switching to electronic payments will also reduce the workload on your treasurer, allowing them to digitize their records.

Automate

Are you tired of parents forgetting to make payments or cover dues on time? Give parents the option to set up automated recurring payments to cover band fees, trips, or other anticipated expenses.

Automating payment processing makes life a whole lot easier for everyone. It also enables you to avoid most of those awkward conversations with parents about unpaid band dues. Let’s be honest; no one likes having these unpleasant chats.

Adopt Integrated E-Commerce Software

Revamping your band accounting processes will go a long way toward making your program more efficient. However, you must overhaul your software, too. Adopting modern band accounting software that includes integrated e-commerce capabilities will eliminate the need for manual data entry and keep everyone on the same page.

Every time a parent makes a payment or donation, the transaction will automatically be documented in your integrated platform. This means that all relevant parties, including the band director and booster club, will be able to see accurate, up-to-date transaction data from one secure platform.

Simplify Band Accounting With BoosterHub for Bands

When BoosterHub hit the market a few years ago, it changed the game for athletic booster clubs. Now, we are bringing that same level of innovation and problem-solving prowess to the world of marching band accounting.

BoosterHub for Bands includes all of the integrated booster club management tools that our platform is famous for. It also boasts accounting, automation, and inventory tracking tools designed just for bands. Book a demo to learn more.

You may also like this

No items found.

Ways to Fundraise for a Booster Club

Fundraising is perhaps one of the most important functions of your booster club. However, it can be tough to build momentum, especially if you are new to fundraising as a whole. You can also get stuck in a rut and feel like you are running the same two or three events on repeat. That’s when it’s important to mix things up to keep club members and donors engaged, ensuring a steady stream of support for your student-athletes. With that in mind, here are a few ways to raise more money for the student-athletes you support:

No items found.

Non-Profit Donation Receipt

Whenever someone donates to your club, you must ensure that you send them a clear receipt so they can take advantage of their tax deduction. These receipts are your club’s way of saying, “Thanks for being on the team,” and they’re essential for keeping records organized. Providing a timely and well-documented receipt also makes your club appear professional and organized. In turn, you’ll be able to more easily build trust with donors and encourage them to give again in the future. After all, donors need to be confident that you’re acknowledging and managing their contributions properly. On that note, here are a few tips to help you create compliant receipts:

Booster Club Best Practices

Booster Club Rules

You certainly wouldn’t sign up for a sports league without knowing the rules of the game, so why would you attempt to run a booster club without a clear set of guidelines? In a booster club, the rules take the form of bylaws, which are policies and procedures that are vital in keeping everyone on the same page, helping to avoid misunderstandings, and ensuring that each member understands their part in supporting the club’s mission. In some cases, these bylaws will spell out who can and can’t be members, as well as who is eligible to serve on the board. Some states even have standardized playbooks that you need to follow. The University Interscholastic League (UIL) in Texas, for instance, has a playbook of its own, covering specific bylaws for booster clubs that support school programs. In any case, here are some tips for ensuring everyone in your booster club plays by the rules so you can have a productive year: