Unit Accounting
One Set of Books for the Whole Troop
Give every pot of troop money its own account — the general fund, each trip, each fundraiser. Deposits, expenses, and transfers all land in one running ledger, so your books balance without a master spreadsheet or a Sunday night of reconciling.
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One Bank Account, Twelve Invisible Funds
Most troops run everything through one bank account — the general fund, summer camp money, popcorn proceeds — and keep it straight with a spreadsheet only the treasurer can read. Every month means reconciling that sheet against the bank statement by hand. And when the treasurer steps down, the next volunteer inherits a shoebox of receipts and formulas nobody trusts.
Account Types
A Home for Every Pot of Troop Money
One troop bank account usually holds a dozen different funds. Unit accounts split it cleanly: create a Money account for the general fund, a Fundraiser account for the popcorn sale, an Other account for anything in between — and every trip brings its own account with it. The account type is locked at creation, so an account can never quietly change purpose.
- Money accounts for the general fund, dues, gear — whatever your troop keeps
- Fundraiser accounts keep fundraiser proceeds separate from day one
- "Other" covers the odd buckets every troop seems to have
- Trip accounts are created with each trip — nothing extra to set up
- Tag accounts with your own categories and filter the list by them
- Sort by name or balance, and filter to negative balances in one click
- Archive an account you're done with — its history stays intact
Trip Money
Every Trip Comes with Its Own Account — Automatically
Create a trip and its account exists — the trip and its books are the same record. Each charge moves money from the scout’s account to the trip account — both sides keep a linked entry — and refunds, credits, and adjustments flow back the same way. Money never leaves one side without landing on the other, so the trip's balance always explains itself.
- Creating a trip creates its account — no separate bookkeeping setup
- Scheduled charges post automatically to every participant as linked trip-account transfers
- Refunds, credits, and adjustments run trip-to-scout through the same paired entries
- Trip Totals: due, charged, paid, credits, and due now at a glance
- A "Needs Attention" card counts who still owes and how much
- The trips list shows dates, signup counts, and live balances
- Every entry has a matching counterpart, so the books can never go half-posted
Transfers
Move Money Anywhere — Both Sides Keep the Receipt
Pay out the fundraiser to scout accounts, sweep a trip surplus back to the general fund, or seed a new trip from troop money. Every transfer writes a matched pair of ledger entries — a debit on one account, a credit on the other — each linking to its counterpart. Split a single transfer across as many accounts as you need.
- Transfer between unit accounts, trip accounts, and scout accounts
- Split one transfer across several accounts, each with its own amount
- Both accounts get a linked ledger entry naming the other side
- Families get an automatic email when money moves on their scout's account
- Trip managers can move money for their own trips; troop-wide transfers stay with admins
- Deleted counterpart accounts keep their name on old transfers
The Ledger
A Ledger That Answers "Where Did That Go?"
Every account keeps its complete history: each entry has a date, a required note, the amount, and the running balance after it — with transfers linking straight to the account on the other side. The system also records who posted every entry. There are no formulas to break and no cells to overwrite; the ledger is the record.
- Date, note, amount, and running balance on every single entry
- Notes are required — no anonymous mystery lines
- The system records who posted each transaction
- Transfer entries link to the counterpart account's page
- Fix a typo in a note later without touching the money
- History is paginated all the way back to the account's first entry
Who It Helps
What Everyone Gets
For the Treasurer
- Split the troop's one bank account into clean, purpose-built ledgers
- Post income and expenses in seconds — every entry needs a note, so the record explains itself
- Pay out a fundraiser to many scout accounts in a single split transfer
- Filter to negative balances to spot problems before they grow
- Hand off the books intact — accounts, history, and archives stay with the troop site
For Leaders & Trip Managers
- Your trip's account appears the moment the trip does
- See charged, paid, credits, and due-now totals without building a report
- Trip managers can post trip income and expenses and move money for their own trips
- Admins grant unit-accounting permissions leader by leader — view, post, transfer, and edit are each toggled separately
For Parents
- An automatic email whenever money moves on your scout's account
- Check your scout's balance anytime — no asking the treasurer
- Trip pages show what each outing costs and when payments are due
- Your troop's payment instructions (Venmo, Zelle, or check) are right where you need them
Coming Soon: Fundraiser Management
You can already track fundraiser money today — create a Fundraiser account, post the proceeds, and pay out to scout accounts by transfer. The full Fundraiser Management module is what's on the roadmap: planning a fundraiser, tracking each scout's sales, and reporting on how it went, end to end. Until it ships, the accounting side is live and the planning side is coming.
Frequently Asked Questions
Not yet — online payments via Stripe are in active development and releasing soon. Today, your troop sets its own payment instructions (Venmo, Zelle, or check), parents pay that way, and the treasurer records the payment. Every recorded payment still lands in the ledger and reconciles like everything else.
You can track the money today: create a Fundraiser account, post proceeds and expenses to it, and transfer payouts to scout accounts when you're done. What's not here yet is the full Fundraiser Management module — planning, per-scout sales tracking, and reporting — which is coming soon.
The books belong to your troop's site, not to a volunteer's laptop. Every account keeps its complete ledger, archived accounts keep their history, and the new treasurer picks up the same running balances on day one. No spreadsheet handoff, no shoebox.
Scout accounts support CSV transaction imports, so per-scout history can come over with dates and notes intact. Unit accounts don't have a file import yet — most troops post an opening-balance entry to each account and run forward from there.
No. Unit accounts are leader-side bookkeeping — parents see their own scouts' balances and the trips their family is part of. On the leader side, you choose exactly which leaders can view, post to, or transfer between unit accounts with individually granted permissions.
With a transfer. Open the fundraiser account, choose the scout accounts, and set each scout's share — one transfer can split across as many accounts as you need. Both sides get linked ledger entries, and each family gets an automatic email that their scout's balance changed.
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