KCAA · Finance · What we built
Finance is now on the Hub
Expense claims, the treasurer’s tools and monthly reporting by program, built in November 2026.
Use the arrow keys, or the buttons below.
Where we started
From statements and receipts to one place
We had no bookkeeping. Money came in through Stripe and e-transfers, people paid out of pocket, and nobody could say how each program was doing. Now all of it lives on the Hub.
Stripe
Imported and sorted by program
Bank
Imported and matched, never counted twice
Receipts
Attached to every claim on the Hub
Cheques
Recorded in one cheque register
The four goals we set
Two done, two for later
Profit & loss by program
DoneEach program’s revenue, costs and share of shared costs.
Monthly board summary
DonePublished each month by the treasurer, in Finance Reporting.
Budget vs actual
On hold, for laterNeeds a budget per program for the year.
Cost per player
On hold, for laterNeeds player counts per program and season.
On the Hub home page
Three tools, three jobs
Expenses
Record what you paid for KCAA, with the receipt, and see where each of your claims stands.
Finance Management
Pay back claims, record and pay bills, keep the cheque register, import the bank and Stripe files, export the year.
Finance Reporting
Monthly and year-to-date results by program, published by the treasurer.
Expenses
Paid back every week
Record it
Amount, program and a photo of the receipt. Lost it? Tick “I don’t have the receipt” and say why.
Friday noon
The weekly cut-off. Claims in by then are in this week’s cheques.
Danny’s email
Every Friday at noon: the week’s new claims and the total owed.
Paid Mon or Tue
Danny ticks what each cheque covers. The claim shows as paid, with the cheque number.
You can edit or delete a claim until it’s paid. A second claim with the same amount and payee is flagged as a possible duplicate.
Finance Management
The treasurer’s desk
Reimbursements due
One card per person. Tick which items go on each cheque.
Bills
Invoices KCAA pays directly, like ice and referees, with overdue flags.
Cheque register
Every cheque written. Void one with a reason. A number can’t be used twice.
Year-end
Totals by program, a checklist of loose ends, and three spreadsheets for the accountant.
Bank & Stripe
Sorted automatically
Import the files
The bank export and the Stripe report, once a month. Lines already imported are skipped.
Match what we know
Stripe deposits, cheques and bills already on the Hub are matched, never counted twice.
Sort by rules
Our price list sorts registrations by program: golf entries, Learn 2 Skate, men’s league and more.
Review the rest
Anything left goes to a short “to review” list for the treasurer.
12 / 12
Stripe deposits in the bank matched Stripe’s own daily totals in the first import.
Families’ names and emails in these files are never saved on the Hub.
Finance Reporting
What the board sees
The month
Revenue, costs, net and the bank balance at month end.
By program
For the month and the year to date, with Hockey grouped together.
The trend
Month by month, what KCAA owes, and a note from the treasurer.
Each month is a snapshot the treasurer checks and publishes. Totals only, never individual payments.
By program: October
| Program | Revenue | Net |
|---|---|---|
| Hockey | $ —— | $ —— |
| Learn 2 Skate | $ —— | $ —— |
| Future Stars | $ —— | $ —— |
| Junior Tigers | $ —— | $ —— |
| Men’s Hockey League | $ —— | $ —— |
| Basketball | $ —— | $ —— |
| Golf Event Incubating | $ —— | $ —— |
Layout only. The real figures are in Finance Reporting.
How the numbers are built
Four rules behind every figure
Revenue
Date receivedStripe payments at their full amount, plus e-transfers and other deposits, less refunds.
Costs
Date spentClaims, bills and bank charges. Stripe’s fees count against the program that took the payment.
Counted once
No double countingStripe’s transfers to the bank, and cheques for claims or bills already recorded, are left out.
Not sorted yet
Left out and flaggedBank or Stripe lines the treasurer hasn’t sorted show in a yellow note, not in the totals.
Shared costs
Sharing costs fairly
🏢 General
Insurance, admin, bank fees
All regular programs
Split by each program’s share of revenue
🏒 Hockey (shared)
Ice time and other costs the kids’ programs share
Learn 2 Skate, Future Stars, Junior Tigers
Split by their share of revenue. The Men’s League isn’t part of it.
The Golf Event is incubating: new initiatives carry no shared costs until they’re established.
Privacy and controls
Open where it helps, private where it matters
Finance team only
Transactions, cheques and bills: Danny, Ernie and info@kcaa.ca.
Totals for the board
Reports show totals by program, never individual payments.
No family details
Names and emails in bank and Stripe files are dropped on import.
Receipts kept safe
Stored in a restricted KCAA Drive folder.
Every change logged
Cheques, edits and imports are in the Hub’s Edit Log.
Enforced by the database
Access is checked by the database itself, not just by hiding links.
Please read
A work in progress
These figures are a current view of what we’ve been able to identify so far from the bank, Stripe and the expenses recorded on the Hub. They aren’t a complete set of books yet.
To get there, we all need to be more diligent and disciplined about posting expenses and keeping records. Looking to 2027, we’ll keep cleaning up our record keeping and accounting so these numbers become more complete and reliable.
What’s next
From first view to clean books
What we need from every board member
Record every expense, with its receipt
Record it on the Hub
As soon as you can, with a photo of the receipt. Hub → Finance → Expenses.
Friday noon
Claims in by Friday at noon are paid the following Monday or Tuesday.
Pick the right program
Use Hockey (shared) for costs shared by the kids’ hockey programs, and General for club-wide costs.
Questions?
Ask Danny Hsiung, our treasurer, or email info@kcaa.ca.