Ledger for associations, HOAs and clubs
Treasurer of an association? A ledger where the board and (on request) members can watch live. Simple board handover, clear member fees, automatic accountability — without expensive accounting software.
Why treasurer work often feels thankless
Running an association is fun — until you become treasurer. Then you notice: all systems are built for businesses, not for volunteers with 2 hours a month.
Treasurer = lonely role
While chair and secretary consult, you're alone with Excel and bank statements. Nobody watches along. If there's an error, you notice it at the audit committee — a year later.
Board handover = misery
New treasurer has to figure everything out again. Where are the receipts? How does the bank account work? Which recurring payments are there? A one-hour handover becomes a week of detective work.
Members want transparency
'Where does my membership fee go?' is a fair question. But drawing up a quarterly budget report is work nobody pays for. And if you don't, questions come up at the AGM.
Taxes & regulations change
ANBI rules, UBO registration, Management and Supervision of Legal Entities Act — new obligations each year. A volunteer with a free Excel is vulnerable to mistakes.
Transparent, shared, easy to hand over
Okidoky isn't full association software (something like ClubCollect is sometimes better), but it solves the main thing: the ledger. For small to medium associations, that's enough.
Board sees everything live
Chair, secretary and treasurer have access. Everyone sees the same numbers, always current. No 'I'll send the numbers later' — they're just on the dashboard.
Track member fees easily
Per member a category, yearly/monthly. Who has paid, who hasn't, who's overdue. Download a file for reminder emails (we don't send email reminders ourselves).
Annual overview for the AGM
One click → PDF report with income, expenses, balances per category, charts. Ready to present at the annual general meeting. Audit committee can check themselves.
History stays during handover
New treasurer gets access to the full history. Old treasurer loses access after handover (optional). All receipts, all transactions remain saved.
Scan receipts immediately on the spot
After the match, after the board meeting: scan receipt, amount taken over automatically. No more shoebox that appears at the meeting once a year.
What a club year can look like
Fictional, realistic figures of a mid-sized sports association. These amounts are illustrative — every club has its own profile.
Amateur sports association (80 members)
Annual budget, typical items
| Item | Type | Amount |
|---|---|---|
| Member fees | Income | +€4,800 |
| Canteen revenue | Income | +€1,200 |
| Sponsorship & donations | Income | +€600 |
| Accommodation (rent) | Expense | −€2,400 |
| Material & maintenance | Expense | −€800 |
| Insurance & licenses | Expense | −€450 |
| Activities & tournaments | Expense | −€900 |
| Bank costs & admin | Expense | −€180 |
| Year result | Surplus | +€1,870 |
Which organizations does this work for?
Three typical situations where Okidoky fits excellently. For larger, more professional associations, look at specialist software.
HOA (Homeowners Association)
5-30 units
Shared costs of an apartment complex: cleaning, maintenance, insurance, small repairs.
Setup
Treasurer (HOA board member) has the ledger. 2 other board members can watch along. Categories per floor or per resident group if relevant. Annual overview for the yearly HOA meeting.
Amateur sports association
30-150 members
Football club, hockey club, tennis association — local clubs running on fees and canteen income.
Setup
Treasurer (main account) invites the chair and one other board member — three people in total on Family Lifetime. Member fees as category (not as member administration — we don't do that). Canteen purchasing in separate category. The audit committee does not get permanent access but a file per financial year for their review; for a quick check that's usually enough.
Neighborhood association / parents council
10-50 participants
Small organizations: neighborhood BBQ, Christmas market, school trip fund. Often small budget but still hassle over who-paid-what.
Setup
1-2 board members access. Costs of an activity get a label per activity, so you can filter by activity. For activities where not everyone joins, the treasurer books costs with notes and can send a per-activity overview to participants.
Handover to new treasurer in 15 minutes
The most dreaded moment of every association. With Okidoky this is practically no more work.
- 1
Invite new treasurer
Old treasurer goes in Okidoky to 'Share ledger' → 'Invite new user' → enters email address. New treasurer receives an invitation email.
- 2
Handover appointment (optional 30 min)
Coffee together, laptop on. Old treasurer shows: dashboard, categories, recurring costs, how to import the bank file. New treasurer asks questions. All information is in the ledger — no 'where did I put that folder again?'.
- 3
Formal handover at AGM
Export last annual overview as PDF. Sign with both treasurers + chair. Store in association archive. Audit committee checks independently.
- 4
Revoke old treasurer access
When handover is complete: new treasurer (or owner) can revoke old access. All historical data remains — only live access stops. Archive rights possible for reading back if agreed.
Our promise: Handover going sideways? Email info@okidoky.nl with both the outgoing and incoming treasurer in CC and a short description of where it's stuck. You'll get an email reply within 48 hours — also on free accounts.
What Okidoky does NOT do for associations
We do the ledger side. For these things you need other software.
- Member administration — Who is a member, since when, contact details, message preferences. Look at Congressus or ClubCollect.
- Automatic direct debit of fees — We register payments, but don't collect on your behalf. For automatic debit: your bank (business account) or a specialized service.
- Subsidies & ANBI administration — Formal ANBI reporting to tax authorities we don't do. Our export is a fine basis for an accountant who drafts the official report.
- Event planning or volunteer management — We're a ledger, not a project management tool. For who-does-what at events: Trello, Doodle, SignUpGenius.
Many associations combine Okidoky (ledger) with ClubCollect (member admin + debit) or with simple Google Sheets for member list. That works fine.
Frequently asked association questions
How many board members can get access?
On the free plan: 0 other users (only you). Premium (€1.50/mo): 1 extra. Lifetime (€25 one-off): 1 extra. Family Lifetime (€49.95 one-off): 2 extra (3 people total including you). For associations that need more people than the limits cover: email info@okidoky.nl — we are happy to think along, but the technical cap is fixed at 2 invites per account.
Should all members get access?
No. You choose yourself: only board (default) or members too. For member access there is no separate feature — usually a quarterly PDF export is mailed to member list. For a real 'live member portal': that's outside our scope.
What happens with an audit committee check?
Audit committee members you can temporarily invite (view only). They see all transactions and receipts. Afterwards you revoke access. Perfect for a yearly check — no prints or Excel needed.
What about multiple bank accounts?
Okidoky doesn't connect directly to your bank — you import a file from your bank. Do you have several accounts (e.g. savings for a maintenance fund)? Then you import a separate file for each account. Works fine for most associations.
Can I use this for free?
Yes. Free plan has all core features: receipt scanning, categories, importing a bank file, reports. Limitation: you can't invite other board members (for that Premium or Lifetime is needed). For very small clubs (1 treasurer does everything) free is perfect.
Do you help with migration from Excel/another system?
Yes, free of charge. Send your current file (Excel or CSV), we look along and help with the first import. For associations this is often a moment to also get the categories in order — we think along with that.
Try it free for your association
No credit card, no obligations. Start as treasurer, invite board if you want to upgrade. Takes 5 minutes to set up.