KCAA · Finance · Plan
Clear numbers for every program
How we’ll build finance into the KCAA Hub, how the monthly routine works, and what we need to get started.
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Where we are today
We can’t easily see where our money goes
There’s no bookkeeping yet. Answering “does Learn 2 Skate cover its costs?” means digging through statements and receipts.
Stripe
Registration payments
Bank
E-transfers in, cheques out
Receipts
Costs people paid themselves
Cheques
Reimbursements from the treasurer
The goal
Four things the board needs
Profit & loss by program
Does each program cover its costs, including its share of shared costs?
Monthly board summary
A short, consistent money update for every board meeting.
Budget vs actual
Set a budget for the year and see spending against it.
Cost per player
What each program costs per participant, for setting fees and grant applications.
How it works
One place for money in and out
Money in
Once a month, import the bank statement and the Stripe report (CSV files).
Money out
Board members record what they spent, with a receipt, right on the Hub.
Sort and check
Rules sort most lines by program and category. Finance reviews the rest.
Board summary
Profit & loss, budget vs actual and a printable monthly report.
Built into the Hub we already use: same Google sign-in, no new accounts or apps.
The monthly routine
About an hour, once a month
The red steps are the treasurer’s. Everything else happens on its own.
Expenses
Anyone on the board can record an expense
Fill in a short form
Date, who was paid, amount, program and category.
Attach the receipt
A photo or PDF is required. It’s saved to a restricted KCAA Drive folder.
Get paid back by cheque
Danny pays everyone once a month. You can see when yours is paid.
New expense
Reimbursements
Counted once, paid once
Expense recorded
Counts as a cost in the month it was spent
Danny writes one cheque per person
For everything they’re owed that month, and records the cheque number
Cheque clears
Matched automatically in the bank import, not counted again
No approval step: signing the cheque is the check. Reimbursements still owed show on the board summary.
Money in
Stripe and e-transfers, without double counting
Stripe registrations
Counted at full priceFrom the Stripe report, item by item.
Stripe fees
Counted as a costSo we see what card payments really cost us.
Stripe payouts in the bank
Marked as transfersThe same money already counted from Stripe, so it isn’t counted twice.
E-transfers
Sorted into programsThe page suggests a program from the amount, for example a Learn 2 Skate fee.
How we’ll set it up
Programs, year and shared costs
Programs
Learn 2 Skate, Future Stars Hockey, Junior Tigers Hockey, Men’s Hockey League, Basketball, Golf Event, plus General for shared costs.
Financial year
January to December.
Shared costs
Split across programs by each program’s share of revenue.
Example: sharing $1,000 of insurance
If the programs bring in these shares of revenue, each one carries the same share of the cost:
Learn 2 Skate
40% → $400
Junior Tigers
30% → $300
Future Stars
20% → $200
Basketball
10% → $100
Example numbers only.
Categories
A first list to agree on Draft · Danny to confirm
Money in
- Registration fees
- Sponsorships
- Donations
- Grants
- Fundraising
- Other income
Money out
- Ice & facility rental
- Coaching
- Equipment & jerseys
- Insurance
- Stripe & bank fees
- Printing & marketing
- Food & events
- Admin & software
- Other
Who sees what
Open where it helps, private where it matters
Finance
Danny (treasurer), Ernie and the info@kcaa.ca account. Import, sort, close the month, write cheques.
The board
Summaries only: profit & loss, budget vs actual and the monthly report. Never individual transactions, which include families’ names.
Every board member
Record expenses with receipts, and see only their own claims and when they’re paid.
What we need from you, Danny
Two exports to get started
1. Bank statement as a CSV
The last 3 months of account activity, from online banking (look for “Download” or “Export” and choose CSV). Please make sure it includes at least one cheque and one e-transfer.
2. Stripe report as a CSV
In Stripe: Reports → Balance → download the itemized “balance change from activity” for the same 3 months.
Share it safely
Put both files in a Google Drive folder shared only with Ernie. Please don’t email them: they contain families’ names.
Check the draft
Look over the categories and the shared-cost split, and tell us what to change.
Live now · for Danny
Paying people back, step by step
Open Reimbursements due
Hub → Expenses → the Reimbursements due tab. Everyone owed money is listed with one total.
Check, then print
Open any receipt with its link. Click Print this list to keep a copy with the cheques.
Write one cheque per person
For the total shown next to their name.
Record it
Type the cheque number, check the date, click Record cheque and confirm.
Reimbursements due
Nov 10 · Staples · $15.00 · Receipt
Live now · good to know
After you record a cheque
Claims are marked paid
That person’s expenses disappear from the due list. They see “Paid · cheque #0124” under My expenses.
The bank import will match it
Coming next: when the cheque clears, the bank import matches it to this record, so the cost isn’t counted twice.
Fix details any time
In All expenses you can change a program or category, open receipts, or delete a duplicate.
Made a mistake?
A recorded cheque can’t be undone on the page yet. Email ernie.ji@kcaa.ca and we’ll fix it.
Next steps
Let’s get aligned
We build and test in November and December 2026, then go live with the new financial year in January 2027.