ClubBalans
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Club administration in Excel or in ClubBalans?

Many clubs start with a spreadsheet. That works, until the treasurer stops, the audit committee asks questions or the member list goes round in three versions. This is what changes with ClubBalans.

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At a glance

ClubBalansExcel
Members One member list, linked to the membership fees and the books. A member list that is never quite up to date, in several versions.
Membership fees All invoices at once by email; payments are matched from the bank statement. Invoices one by one, and ticking off by hand who has paid.
Bookkeeping Bookkeeping that is always in balance: every euro adds up. Formulas that break, and totals that do not add up.
Audit committee One package with the annual accounts, all bookings and every receipt. Folders with receipts and printouts.
Handover Everything online, with a log of every change. Files on the laptop of the previous treasurer.
Costs €3 per member per year, including VAT. No subscription, but many hours of volunteers.
  • Members

    ClubBalansOne member list, linked to the membership fees and the books.

    ExcelA member list that is never quite up to date, in several versions.

  • Membership fees

    ClubBalansAll invoices at once by email; payments are matched from the bank statement.

    ExcelInvoices one by one, and ticking off by hand who has paid.

  • Bookkeeping

    ClubBalansBookkeeping that is always in balance: every euro adds up.

    ExcelFormulas that break, and totals that do not add up.

  • Audit committee

    ClubBalansOne package with the annual accounts, all bookings and every receipt.

    ExcelFolders with receipts and printouts.

  • Handover

    ClubBalansEverything online, with a log of every change.

    ExcelFiles on the laptop of the previous treasurer.

  • Costs

    ClubBalans€3 per member per year, including VAT.

    ExcelNo subscription, but many hours of volunteers.

Features side by side

FeatureClubBalansExcel
Member credit Yes Members top up credit and pay with it at the bar; you see per member what is left. No A list of your own that you update by hand.
Canteen and cash register Yes Revenue per cash register, cash counts and cash differences. No A tab per cash register, and finding the differences yourself.
Stock Yes Stock counts that show the margin of the bar. No Counts in a separate file, working out the margin yourself.
Pro rata membership fees Yes ClubBalans works out the amount for members who join halfway or change kind. No Working it out yourself per member.
Reminders Yes With one click by email to those who have not paid. No Looking up who has not paid and emailing them yourself.
Bank Yes Import the bank statement; ClubBalans suggests the invoice for every payment. No Ticking off payments by hand.
Budget Yes Budget next to the actual figures, up to date all year. No A tab you keep up yourself.
Change log Yes Every change per field, with who and when. No No way to see who changed what.
Permissions Yes Roles with permissions per screen, two-step login. No Whoever has the file sees and changes everything.
  • Member credit

    Yes ClubBalansMembers top up credit and pay with it at the bar; you see per member what is left.

    No ExcelA list of your own that you update by hand.

  • Canteen and cash register

    Yes ClubBalansRevenue per cash register, cash counts and cash differences.

    No ExcelA tab per cash register, and finding the differences yourself.

  • Stock

    Yes ClubBalansStock counts that show the margin of the bar.

    No ExcelCounts in a separate file, working out the margin yourself.

  • Pro rata membership fees

    Yes ClubBalansClubBalans works out the amount for members who join halfway or change kind.

    No ExcelWorking it out yourself per member.

  • Reminders

    Yes ClubBalansWith one click by email to those who have not paid.

    No ExcelLooking up who has not paid and emailing them yourself.

  • Bank

    Yes ClubBalansImport the bank statement; ClubBalans suggests the invoice for every payment.

    No ExcelTicking off payments by hand.

  • Budget

    Yes ClubBalansBudget next to the actual figures, up to date all year.

    No ExcelA tab you keep up yourself.

  • Change log

    Yes ClubBalansEvery change per field, with who and when.

    No ExcelNo way to see who changed what.

  • Permissions

    Yes ClubBalansRoles with permissions per screen, two-step login.

    No ExcelWhoever has the file sees and changes everything.

From spreadsheet to ClubBalans in an evening

You import your member list from Excel, take last year's closing balance sheet as the opening balance and read in this year's bank statements. ClubBalans suggests the matching invoice for every payment. Read how that works step by step under switching.

No more checking formulas

Every booking has a counter-entry, and ClubBalans makes it itself. The balance sheet and the profit and loss account always add up, even when three board members work at the same time. Read more about bookkeeping.

A handover without searching

When the treasurer stops, there are no files to pass on: the successor gets their own account and finds everything back, with the change log showing who changed what.

Questions

Frequently asked questions

Can I use my Excel member list? +

Yes. You upload the list as an Excel or CSV file and match the columns to the fields in ClubBalans. Members who already exist are skipped.

What do I do with the bookkeeping from Excel? +

You take last year's closing balance sheet as the opening balance, with the invoices that are still open. You keep the old years as they are.

Isn't Excel simply free? +

Excel costs no subscription, but it does cost time: making invoices, ticking off payments and checking totals. ClubBalans does that work, and the audit committee and the next treasurer find everything back.

More comparisons

Compared with Conscribo

ClubBalans and Conscribo compared: price model, membership fees, bookkeeping, the canteen and the audit committee. Which one suits your club?

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Compared with e-Boekhouden.nl

ClubBalans and e-Boekhouden.nl compared: one package made for clubs, or bookkeeping with a separate member administration module.

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Switching to ClubBalans

How you move your members, opening balance and open invoices over, step by step.

Read more

Bring the books of your club in balance

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