Treasurers, Your Fall Financial Checklist is Here

Taking on the treasurer role can feel a little daunting, especially if you do not have a background in accounting. But here is the secret: you do not need one! What really matters is staying organized, communicating clearly, and knowing what to do and when to do it.

That is where a checklist comes in. Having clear, step-by-step tasks not only keeps your parent group compliant and on track, it also gives you that deeply satisfying feeling of knowing you have everything covered. Here is what to focus on this fall to keep your finances in great shape.

1. Review Your Fall Fundraiser 

If your group ran a traditional sales fundraiser in September, keep an eye out for the invoice from your fundraising company. Review it with your fundraising chair before writing the check to make sure totals, payments, and profits all line up. A quick double-check now saves you time later.

2. Check Your Budget Progress 

Take a look at your year-to-date budget. Are you on target? Did your fundraiser exceed expectations, or do you need to adjust for the rest of the year? Share a short update with your executive board to keep everyone in the loop and confident about spending decisions.

3. Support Fall Events 

If your PTO sponsors a holiday shop, trunk or treat, or family night, connect with event chairs to make sure they have everything they need. Provide cash boxes, small change, and a plan for deposits. The treasurer’s presence behind the scenes helps every event run smoothly.

4. Reconcile and Organize Your Records 

Take time to reconcile your accounts and organize receipts, invoices, and reimbursements. Staying caught up now keeps your group audit-ready and your records easy to follow.

5. Plan Ahead For Winter and Spring 

Look at your cash flow to be sure there is enough on hand for teacher grants, spring fundraisers, and any deposits that might be due early. If your PTO’s insurance renewal is coming up, this is also a good time to confirm coverage.

6. Tie Up Loose Ends Before Break

As the semester winds down, make sure all reimbursements, invoices, and sponsor payments are wrapped up and recorded. Back up your financial files, and double-check that your bank signers are up to date if board members have changed.

7. Use Tools That Make It Easier and Save You Time

You know that feeling when your checklist is complete and everything is in order? That is what Finance Manager helps deliver. It is built for PTO and PTA volunteers who want clear, organized finances without the stress. Here is how it takes the heavy lifting out of every step on your list:

• Review your fundraiser: Record deposits and invoices in Finance Manager so totals, payments, and profits line up automatically. No manual math or paper trails needed.
  
  
• Check your budget progress: Built-in budgeting tools compare your actual income and expenses against what you planned, making it easy to spot what is ahead or behind.
  
  
• Support fall events: Track event income and expenses in their own custom categories like “Holiday Shop” or “Trunk or Treat” for clear, transparent records.
  
  
• Reconcile and organize: Match transactions to your bank statements with a few clicks and capture digital receipts right from your phone.
  
  
• Plan ahead: Run quick performance-to-budget reports for any timeframe so you can forecast cash flow for winter and spring programs with confidence.
  
  
• Tie up loose ends: Generate one-click summary reports to share with your board, keeping everyone informed and on the same page.

With everything in one place, organized, transparent, and easy to understand, Finance Manager turns your to do list into a done list.

Try PTO Today Finance Manager free for 30 days to save your sanity! To start your free trial, click the button below and then select "Software". 

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More resources and tips for PTO Treasurers:

• PTO Treasurer Annual Checklist: This no-fluff checklist breaks down everything PTO and PTA treasurers need to keep finances on track and stress levels low.
• Financial Best Practices for PTO and PTA Groups: A must-read for every PTO and PTA Treasurer! Run your PTO or PTA like a business with these financial best practices for school parent groups.
• How to Create a PTO Budget: The nuts and bolts of setting up a comprehensive budget for your PTO or PTA.
• PTO Treasurer Midyear Budget Review: A springtime budget analysis can help PTO and PTA treasurers make plans for any surplus funds.
• Rules for Keeping PTO and PTA Records: Guidelines for how long you should keep bank statements, meeting minutes, and more.

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