Finances
Track accounts, transactions, and budgets
Overview
The Finances module is your organization's financial hub. Track multiple accounts, record transactions, categorize income and expenses, and monitor your financial health at a glance. Many transactions are created automatically from other modules like Dues, Donations, Sponsorships, and Activities.
Dashboard Stats
The finance dashboard shows key metrics at a glance:
Total Balance
Sum of all active account balances
Monthly Income
Total income for current month
Monthly Expenses
Total expenses for current month
Net This Month
Income minus expenses
Module Tabs
Transactions
Record and view all financial transactions:
- Type — Income or Expense
- Amount — Transaction amount
- Account — Which account this affects
- Category — Categorize for reporting (auto-filters by type)
- Date — When the transaction occurred
- Payee — Who paid or received payment
- Reference — Check number, invoice number, etc.
- Receipt — Attach receipt images or PDFs
Click any transaction row to open a side panel with full details, receipt viewer, and actions.
Accounts
Manage your financial accounts:
- Account Types — Checking, Savings, Cash, Credit Card, Other
- Auto Balance — Balances update automatically with transactions
- Active/Inactive — Mark accounts as inactive without deleting
- View Transactions — Drill down to see all transactions for an account
Default Accounts: New organizations get General Fund (checking), Petty Cash (cash), and Savings Account pre-created.
Categories
Organize transactions with categories:
- Income Categories — Member Dues, Donations, Sponsorships, etc.
- Expense Categories — Activity Expenses, Office Supplies, etc.
- System Categories — Pre-built categories (cannot be deleted)
- Custom Categories — Create your own categories
Account Selection
When recording income from any module, you can choose which account receives the funds:
- Dues Payments — Select the account when recording a payment
- Donations — Choose where donation funds are deposited
- Sponsorship Payments — Select account for each payment
- Activity Income — Specify account for direct activity income
- Cash Advances — Choose which account funds are withdrawn from
- Liquidation Settlements — Select account for reimbursements
Default: The "General Fund" account is pre-selected, but you can change it to any active account in your organization.
Quick Actions
The Finances module header provides quick access to common actions:
Move Funds
Transfer money between your accounts. Great for moving funds from checking to savings or allocating money to different purposes.
Add Transaction
Manually record income or expenses that aren't captured automatically from other modules.
Move Funds
Transfer money between accounts using the "Move Funds" feature:
How to Transfer Funds
- Click the "Move Funds" button in the Finances module header
- Select the source account (where money comes from)
- Select the destination account (where money goes)
- Enter the amount to transfer
- Set the date of the transfer
- Add optional notes explaining the reason for the transfer
- Click "Transfer" to complete
How transfers work: Each transfer creates two linked transactions — an expense from the source account and income to the destination account. Both transactions share a reference number (e.g., TRF-abc123) so you can easily identify them as a pair. Transfers are tagged with a "Transfer" badge in the transaction list.
Automatic Transactions
Transactions are automatically created from other modules:
| Source | Type | Category |
|---|---|---|
| Dues Payment | Income | Member Dues |
| Donation | Income | Donations |
| Sponsorship Payment | Income | Sponsorships |
| Activity Income | Income | Activity Income |
| Liquidation (Approved) | Expense | Activity Expenses |
| Cash Advance | Expense | Activity Expenses |
Linked Transactions
Transactions created from other modules are "linked" and protected.
Linked transactions cannot be edited or deleted directly in Finances. This ensures data consistency between modules. For example, editing a sponsorship payment amount here wouldn't update the sponsorship's "Amount Received" in Donors.
To modify a linked transaction: Go to the source module (Dues, Donors, or Activities) and edit or delete it there. The change will automatically reflect in Finances.
How to identify linked transactions:
- Linked transactions show a colored badge indicating their source (Dues Payment, Donation, Sponsorship, etc.)
- The dropdown menu shows "Linked Transaction" with a lock icon instead of Edit
- The details sheet displays a message explaining where to edit the transaction
- Click the source badge link to navigate directly to the source module
Account Drill-down
Click "View Transactions" on any account to see a detailed view with:
- Account statistics (monthly and total income/expenses)
- Searchable transaction list
- Filter by type (income/expense) and date range
- CSV export for the account's transactions
Exporting Data
Export transaction data as CSV files for external accounting software or reporting.
- Account-level export — Export all transactions for a specific account from the drill-down page
- Full export — Export all financial data via Settings → Data Management
Tips
- Use account selection when recording payments to direct funds to the right account
- Use Move Funds to transfer money between accounts without creating manual transactions
- Upload receipts to maintain a complete audit trail
- Linked transactions from other modules cannot be edited here — edit them in their source module
- Click the source badge on a transaction to navigate to its origin
- Use categories consistently for accurate reporting
- Use the account drill-down view to see a ledger for each account
- Export transaction data for external accounting software
- Review auto-created transactions periodically to verify accuracy