User manual

This is the user manual for Vasker. It explains the screens you will see after you sign in, in the order a new treasurer usually meets them.

Vasker is bookkeeping and Gift Aid software for unpaid volunteer treasurers of UK clubs, charities, parent teacher associations (PTAs), Scout groups and community amateur sports clubs (CASCs). It is sized for people who inherited a spreadsheet, a shoebox of receipts, and a Charities Online login nobody wrote down.

Who this book is for

Read it if you hold the treasurer role this year. You do not need accountancy training. The book uses the words that appear on the screens and in committee minutes: cash book, fund, Gift Aid declaration, arrears, examiner pack, handover.

It is not written for professional bookkeepers, charity finance directors, or organisations outside the United Kingdom.

How to read it

• Start with What Vasker is if you have not created an account yet.
• Jump to the chapter that matches tonight’s job if you already keep the books in Vasker.
• Grey boxes marked Note add context. Teal boxes marked Tip are shortcuts. Warm boxes marked Take care flag rules that are easy to get wrong.
• Numbered lists are the clicks on the screen. Do them in order.

Print, ebook and screen

The same text is published in three forms so you can keep a copy the way you actually work.

• On the web at vasker.co.uk/guide/ - search in the browser, follow links, and use the contents list on a wide screen.
• Print-ready PDF - A4 pages, running headers and page numbers. Use File → Print from the PDF, or print this page after you hide the website chrome. Colour is part of the brand; a black-and-white laser still reads clearly.
• Ebook (EPUB) - reflowable text for a phone, tablet or e-reader. Open it in Apple Books, Google Play Books, or any EPUB reader. Kindle can import an EPUB.

What this book is not

The manual describes the product as it ships in September 2026. Screens may gain a field or a label. If the product and this book disagree, trust the screen and email [email protected].

If you only have twenty minutes

1. Create the organisation and add the bank account you actually use.
2. Enter one money-in and one money-out line, or import a short bank CSV.
3. Invite the chair as a Viewer or Chair so someone else can see the books if you are away.
4. When you are ready for subscriptions or Gift Aid, come back to the matching chapter.

Most small clubs leave Gift Aid unclaimed. Spreadsheets break when the role changes hands. Vasker is the cash book, member list and Gift Aid claim in one place, with a handover pack when the next volunteer takes over.

You create an organisation (your club or charity). Every transaction, member and declaration belongs to that organisation. A second club on Vasker cannot read your records.

What you can do

• Cash book: money in and money out, funds, bank accounts, categories, CSV import, reconcile ticks and receipt attachments (every plan; more than one fund needs Standard or Plus).
• Members and subscriptions: a directory, subscription plans, renewals, arrears, payments and reminders (Standard and Plus).
• Gift Aid and GASDS: declarations, donations, claim build, IRmark and live Charities Online send (Plus).
• Grant and funding match: score UK government, lottery and local funds against what you need (Standard and Plus).
• Year-end: income and expenditure, annual return figure helpers, examiner ZIP, handover ZIP and a year-end balance snapshot (Standard and Plus).

What Vasker is not

• Not payroll, PAYE, VAT returns or corporation tax.
• Not a replacement for an accountant or independent examiner.
• Not a bank, and not a live Open Banking feed you can rely on instead of the statement.
• Not a charity you donate to. Record gifts for your club in the cash book.
• Not offline bookkeeping. The cash book needs a connection for live data.

Where you use it

The same product runs in a desktop browser, a phone browser, the installable Progressive Web App, and the Vasker apps on the App Store and Google Play. Layout adapts to a smaller screen. No feature is locked to desktop, though a large CSV is easier on a laptop.

Start from the home page

Everything starts at vasker.co.uk. You do not need an account to look around, use the Gift Aid gap calculator or read this manual.

1. Under the main heading: Estimate your Gift Aid gap opens the free calculator, Start free opens sign-up, and View pricing jumps to the plans further down the page.

   

2. Near the foot, How to join has Create your free account and Check your Gift Aid gap first. After the calculator section, Donate, Volunteer and Contact lead to those pages.

   

The Donate page

Vasker does not take donations: it is software run by a limited company, not a charity, so the Donate page (under More) takes no payment. It explains that someone wanting to give should contact that club or charity, offers a treasurer Start a free account and View pricing, and links to Contact Vasker.

Start on Free. Move up when the club needs members, full reports or Gift Aid. There is no free trial of Standard or Plus: you see the price before you pay.

What each plan includes

Free

• One fund
• Cash book lines, accounts and categories you can manage
• CSV import and export
• Reconcile ticks and receipt attachments
• The audit log, your team and your account data download

Free stays a starter cash book. Members and subscriptions, income and expenditure, annual return figures, the examiner pack, the handover export, the year-end snapshot, grant matching and a second fund all need Standard or Plus, on the website and in the phone app. On Free the menu bar shows one small Free plan marker, and opening one of those pages shows a page such as Members and subscriptions are on Standard and Plus with Subscribe to Standard and Subscribe to Plus (in the app, the App Store or Google Play). Gift Aid and GASDS need Plus.

Standard

• Everything on Free
• More than one fund (restricted, designated, endowment)
• Member directory
• Subscription plans, renewals and arrears
• Income and expenditure
• Annual return figures
• Year-end snapshot and handover export
• Examiner pack
• Grant and funding match

Plus

• Everything on Standard
• Gift Aid declarations, donations and claim build
• GASDS small cash donations
• Live sending of claims to HMRC

Choose a plan from the pricing page

The Yearly plans page (Pricing in the top menu) shows the three plans and what each includes. Its buttons depend on whether you are signed in and where you opened it.

1. Signed out, Free has Start free and Standard and Plus have Create your account, which opens sign-up with that plan already chosen.

   

2. Signed in, the buttons say Subscribe to Standard and Subscribe to Plus and open Billing with that plan, where you pay by card through Stripe.

   

3. Under the plans, Manage billing opens Billing to change or cancel. Signed out, this row has Start free, Estimate your Gift Aid gap and Contact us about plans instead.

   

In the iPhone or Android app the buttons say Subscribe in the app and use the App Store or Google Play. Switching between Standard and Plus is on the Billing page, not here. See the Billing chapter.

There is no sales call and no setup fee. Open Start free, or go to Sign up at vasker.co.uk/accounts/signup/.

1. Open vasker.co.uk and choose Start free at the right of the menu bar. It opens Sign up at vasker.co.uk/accounts/signup/.

   

2. Enter the Organisation name as the committee knows it. The name on the bank statement is a good start. Choose the Org type: Charity, CASC, Unregistered club, PTA, CIO, or Charitable company.

   

3. Enter your Email, a Username and a Password, then type the password again in Confirm password.

   

4. Leave Plan tier on Free, or choose Standard or Plus. Gift Aid submission needs Plus. On the website a paid choice takes you to Billing to pay once you are in; until then the organisation is on Free. In the phone app you always start on Free.

   

5. Tick the box to agree to the Terms of Service, including the documents in its section 1.1 and the Data processing addendum, and to confirm you have read the Privacy Policy. Your organisation is the controller of member and donor records. Tick Email me product updates only if you want them.

   

6. Complete the security check (Cloudflare Turnstile) and choose Create organisation.

   

7. Vasker emails a sign-in code to your address; type it to finish. You then land on the welcome checklist (or on Billing if you chose a paid plan, with that plan highlighted: choose Subscribe to pay by card). Open cash book takes you to the books.

   

A list at the top of the form links to each box that needs attention.

The welcome checklist

Welcome: your cash book is ready lists six things to do, one at a time: Add your bank account; Enter a transaction or import a CSV; Add members when you are ready for subscriptions; Gift Aid, which is on Plus; Match grants and funding on Standard or Plus; and the user manual, with PDF and EPUB copies. Each link opens that page. Vasker has already made a General fund and a starter list of categories.

Organisation details that matter later

You can fill these after signup. Keep them accurate before you build a Gift Aid claim. A Treasurer or Chair edits them under Account → Organisation settings.

• HMRC Charities reference (CHARID)
• Regulator: Charity Commission for England and Wales (CCEW), OSCR, CCNI, or Other
• Charity number and, if you have one, Companies House number
• Address and postcode
• Authorised official forename, surname, postcode and phone: the person HMRC expects on a claim
• Financial year-end day and month (the default is 31 March)
• Accounting basis: receipts and payments, or accruals

1. Open the Account menu at the top right and choose Organisation settings.

   

2. Under About your organisation, check the Organisation name and Type of organisation.

   

3. Under Registration numbers, fill in the Charity number, Charity regulator and HMRC charities reference if you have them, and the Companies House number for a charitable company or CIO. The address sits just above.

   

4. Under Your books, set the day and month your financial year ends and choose the accounting basis.

   

5. Under Gift Aid, fill in the authorised official's forename, surname, postcode and phone number.

   

6. Choose Save settings. Every change is recorded in the audit log.

   

Reference numbers and postcodes are saved in capitals. Vasker says Organisation settings saved, or Nothing changed if you saved without a change. To change plan, use Account, Billing.

Pick whichever suits the device in front of you. A desktop or laptop browser has every screen. The phone app is for the jobs you do away from the desk: adding a line, recording a payment, checking who has paid.

Sign in on the website

Goal: open your books in a browser. Who: anyone with a Vasker login, on any plan. Before you start: have your email open, because Vasker sends a code there.

1. Open vasker.co.uk and choose Sign in at the right of the menu bar.

   

2. Type your email or username in Email or username, then your Password. Complete the security check and choose Sign in.

   

3. Vasker emails a 6-digit code. Type it in Verification code and choose Continue. If you set up an authenticator app or a passkey, buttons at the top let you use that instead.

   

When it worked: a Signed in message shows and the cash book opens, with your organisation's name at the right of the menu bar. If it goes wrong: the code lasts 10 minutes. Choose Send a new code under Continue for another, and check your spam folder. After five wrong codes the sign-in stops and you start again with your password. Forgot password? on the Sign in page sends a reset link.

Install the web app on a computer

The web app is vasker.co.uk in its own window, with an icon on your desktop or dock. It is the same website, so it has every screen and is always the current version. Who: anyone, before signing in. Before you start: open vasker.co.uk in Chrome or Edge.

1. Choose Install app in the menu bar. It shows there while you are signed out. The same button is in the page footer whether or not you are signed in. Neither shows inside the installed web app.

   

2. In the Install Vasker window, choose Windows, Linux, Mac and Chromebook. The other two choices open the store apps.

   

Your browser then shows its own install box. Confirm it, and Vasker opens in its own window. If the browser cannot install it, Vasker says so and suggests Install app in the browser menu, or opening the site in Chrome or Edge. On a Mac in Safari, Vasker suggests File, then Add to Dock.

Add the web app to an iPhone or iPad

Who: anyone with Safari on an iPhone or iPad. If you want the full app instead, see the next section.

1. Open a Vasker page in Safari, such as Sign in. After a moment Vasker shows Add Vasker to your Home Screen with the hint Tap Share, then Add to Home Screen. It does not appear over the home page or the Gift Aid calculator, and not again for 30 days after you choose Not now.

   

1. Tap the Share button in Safari's toolbar.
2. Choose Add to Home Screen, then Add.
3. Open Vasker from the new icon on your Home Screen and sign in.

Install the iPhone and iPad app

Goal: the Vasker app on an iPhone or iPad. Who: anyone. The app is free to download; Standard and Plus can be bought inside it. Before you start: sign in to the App Store with your Apple Account.

1. Open the App Store and search for Vasker: Club Treasurer, or choose Apple App Store in Vasker's Install app window. Check the developer is Tweed Tyne Technologies.

   

Tap Get and confirm with Face ID, Touch ID or your Apple Account password, then open Vasker from your home screen.

Sign in to the iPhone app

1. On the Sign in screen, type your email or username in Email or username and your Password, then tap Continue.

   

2. Vasker emails a 6-digit code to the address on your profile; the screen shows part of it. If your iPhone offers to save the password, choose Save or Not Now. Type the code in Verification code and tap Sign in. Resend code sends another.

   

3. You land on the Home tab: your organisation's name and your role, the plan, a balance for each account and a summary. The tabs along the bottom are Home, Cash book, Members, Gift Aid and More; on Free the Members tab is hidden.

   

If it goes wrong: the messages are the same as on Android (see Sign in to the Android app below).

Install the Android app

Who: anyone with Google Play. The app is free to download; Standard and Plus can be bought inside it.

1. Open Google Play and search for Vasker: Club Treasurer, or choose Google Play in Vasker's Install app window. Check the developer is Tweed Tyne Technologies Ltd.

   

Tap Install, then open Vasker from your home screen.

Sign in to the Android app

1. On the Sign in screen, type your email or username in Email or username and your Password, then tap Continue.

   

2. Vasker emails a 6-digit code to the address on your profile; the screen shows part of it. Type the code in Verification code and tap Sign in. Resend code sends another.

   

3. You land on the Home tab: your organisation's name and your role, the plan, a balance for each account and a summary. The tabs along the bottom are Home, Cash book, Members, Gift Aid and More; on Free the Members tab is hidden.

   

If it goes wrong: Those details did not match an account means the email, username or password is wrong; reset the password on the website with Forgot password?. That code is invalid or has expired means the code is old or mistyped: tap Resend code and use the newest email.

Get the latest figures in the app

The Home, Cash book, Members and Gift Aid tabs load fresh figures when you open them. To check again later, for example after someone else added a payment on the website, pull the list down from the top and let go: a spinner shows while Vasker fetches the latest figures. If the phone has no connection, a message says the figures could not be loaded and offers Try again.

Create an organisation in the app

Goal: start Vasker for a club or charity from your phone. Who: the person who will look after the books; you become its treasurer. Before you start: an email address you can open now, because Vasker sends a code to it.

1. On the Sign in screen, tap Create an organisation, under Continue.

   

2. On Start on Free, type the Organisation name. In Type, type one of the types listed under the box: charity, casc, unregistered, pta, cio or company. Capitals do not matter. It starts as unregistered.

   

3. Type your Email, a Username and a Password of at least 10 characters. Tick the box to agree to the Terms of Service and confirm you have read the Privacy Policy, then tap Create organisation.

   

What you see: Enter your code. Vasker has emailed a 6-digit code; type it and tap Sign in, as when you sign in. You land on Home for your new organisation, on the Free plan. Subscribe to Standard or Plus from the More tab if you need members, reports or Gift Aid. If it goes wrong: Vasker outlines in red each box it refused and says why under it, for example that the username is already taken or the password is too short, and Check the boxes marked in red appears at the foot of the form. Change those boxes and tap Create organisation again. A username uses only letters, digits and @ . + - _. A password needs at least 10 characters, not a common or breached one, not only numbers and not too like your username or email. You must agree means the box is not ticked.

On an iPhone

1. On an iPhone, Start on Free has the same boxes; tap Create an organisation on the Sign in screen to open it.

   

Permissions the app asks for

The app's settings carry the wording your phone would show if Vasker asked for the camera (to photograph receipts and Gift Aid evidence), your photos (to choose a picture of a receipt) or, on iPhone, the microphone (only for a video of a receipt). No screen in the current app uses them, so you should not be asked. If a request ever appears, you can refuse it and carry on; attach receipts on the website. The app keeps your sign-in in the phone's secure storage.

Updates, more devices, signing out

• Updates. The store apps update through the App Store or Google Play, following your phone's update settings. The website and the web app always load the current version when you are online.
• More than one device. Use the same login on as many devices as you like. Every sign-in, on any device, asks for a new code.
• Sign out. In the app, open the More tab and tap Sign out. On the website, open Account, then Sign out. Do this on a shared hall laptop or committee tablet.
• Uninstall. Remove the app or the web app the way your device removes any other. Your login and your books stay. To delete your login, use Delete your account in the Tweed Tyne Technologies Privacy Centre on your Profile page on the website, or in the app's More tab.

Sign out of the Android app

1. Tap the More tab, scroll to the foot of the page and tap Sign out. The app goes back to the Sign in screen.

   

What differs from the website

The phone app has five tabs on Standard and Plus: Home, Cash book, Members, Gift Aid and More. More holds your organisations, Income & expenditure, Grant and funding match, Team, your plan and Sign out. Subscriptions bought in the app are paid through Apple or Google, not by card on the website.

On the Free plan the app hides what Free does not include: the Members tab, the Members and In arrears rows on Home, and Income & expenditure under More. If you reach one of those screens anyway, the app shows a card such as Members and subscriptions are on Standard and Plus with the Standard and Plus plans to buy through the App Store or Google Play. An older version of the app shows the same message as plain text; update the app to see the plan cards.

Some jobs are on the website only: importing a bank CSV, attaching receipts, Organisation settings, paying by card under Billing, the audit log, the examiner pack, the handover export, the year-end snapshot, and sending a Gift Aid claim to HMRC. Open vasker.co.uk in a browser, or the web app, for those.

A treasurer's login is the key to the books, and it changes hands less often than you would think: the next treasurer gets their own login and you keep yours. This chapter is everything about that login: signing in, the code that follows your password, forgotten and changed passwords, your name and email, the optional authenticator app and passkeys, the notice you see when our terms change, and signing out.

Everything here lives under the Account menu at the right of the menu bar once you are signed in. Profile, Security and Password are three pages that link to each other with the row of links under their headings.

What is on the Sign in page

Sign in is at the right of the menu bar on vasker.co.uk, or go straight to vasker.co.uk/accounts/login/.

Sign in

Goal: open your books. Who: anyone with a Vasker login, on any plan. Before you start: be able to read your email on this device or another, because the code goes there.

1. Type your email or username in Email or username, then your Password.

   

2. Let the security check finish, then choose Sign in.

   

3. Open the email headed Your Vasker sign-in code, type the six digits in Verification code and choose Continue.

   

When it worked: a Signed in message shows and you land on the cash book, or on the page you were trying to open, with your organisation's name at the right of the menu bar.

If it goes wrong:

• The details do not match: the page says so. Check which of your emails you signed up with, and that Caps Lock is off. Forgot password? sends a reset link.
• Verification failed. Please try again: the security check did not pass. Reload the page and try once more.
• That code is invalid or has expired: a code lasts 10 minutes and only the newest one counts. Choose Send a new code under Continue, then use the code from the newest email.
• No email arrives: wait a minute, check spam, and check that the email on your Profile is still the one you read. Send a new code tells you which address it used.
• We cannot send email to this address: the address bounced or was reported as spam, so Vasker will not email it again. No code is sent, and the code page says so. If you set up an authenticator app or passkey you can still sign in with it, then change the email on your Profile to one that works. Otherwise contact support and we will clear the block.
• Back to sign in, at the foot of the code page, starts again.

The sign-in code email

After your password, Vasker sends an email with the subject Your Vasker sign-in code. It holds one 6-digit code, says it expires in 10 minutes, and tells you to ignore it if you did not try to sign in. Asking for a new code cancels the old one, so always use the newest email. The code is tied to the sign-in you started, so nobody can use it without your password too.

Finish with an authenticator app or passkey

Goal: use your authenticator app or passkey instead of the email code. Who: anyone who has added one under Account, then Security (see later in this chapter). Before you start: enter your password as usual. The code page then shows a row of buttons at the top; without an authenticator or passkey there is no row and the email code is the only way.

1. On the Verify it's you page, choose Authenticator or Passkey in the row at the top. Email code goes back to the emailed code.

   

2. Authenticator: open your app, type the current six digits in Authenticator code and choose Continue. The app's code changes every 30 seconds; Vasker also accepts the one just before and just after.

   

3. Passkey: choose Use passkey and confirm with your fingerprint, face, device PIN or security key when the device asks.

   

When it worked: the same as an email code: Signed in, and the cash book opens. If it goes wrong: an authenticator code that is wrong or old shows That code is invalid or has expired. A passkey that the device cannot find or that you cancel shows the error under the button; switch to Email code and carry on. A lost phone does not lock you out: the email code always works.

Reset a forgotten password

Goal: choose a new password without knowing the old one. Who: anyone, signed out. Before you start: know the email on your Profile, because the link goes there.

1. On the Sign in page choose Forgot password?, under the Sign in button.

   

2. Type your account email in Email and choose Send reset link. The next page, Check your email, says a link has been sent if an account matches that address. It says that whether or not one does, so a mistyped email gets the same page.

   

3. Open the email headed Reset your Vasker password and follow its link. On Choose a new password, type the password in New password and again in New password confirmation, then choose Save password.

   

When it worked: the Password updated page shows with a Sign in button. Sign in with the new password; you still get the 6-digit code. After you change or reset your password, the Vasker app is signed out on every phone and tablet, so sign in to the app again with the new password. If it goes wrong: the link works for three days and stops working once a new password is saved. An old or used link shows Link expired with Request a new link. If no email arrives, check spam and that you typed the email on your Profile, not another of yours.

Change your password

Goal: a new password while you know the old one. Who: anyone signed in. Before you start: nothing; you stay signed in afterwards.

1. Open the Account menu at the right of the menu bar and choose Security.

   

2. Under Password, choose Change your password. The Password link in the row under the heading goes to the same page.

   

3. Type your current password in Old password, the new one in New password and again in New password confirmation, then choose Update password.

   

When it worked: you are back on Security with a Password updated message. You stay signed in on the website. After you change or reset your password, the Vasker app is signed out on every phone and tablet, so sign in to the app again with the new password. If it goes wrong: a wrong old password, two new passwords that differ, or a new password that breaks the rules above all show an error under the box. Nothing changes until the form saves.

Your profile: name and email

Goal: keep your name and email right, so the committee sees who you are and codes reach you. Who: anyone signed in. The page shows your Username greyed out: it cannot be changed. First name and Last name are what the Team list shows for you. Email is required: password resets and sign-in codes go there, and no two accounts can share one.

1. Open the Account menu and choose Profile.

   

2. Edit First name, Last name and Email.

   

3. Choose Save profile.

   

When it worked: a Profile saved message shows. The next sign-in code goes to the new email. If it goes wrong: Another account already uses that email means someone, perhaps you with an older login, signed up with it. Use a different address or sign in to that other account.

Two more panels sit under the form: Download my data and Delete account (a link to the Tweed Tyne Technologies Privacy Centre). Both are in the Data and privacy chapter.

Light or dark colours

Goal: choose whether Vasker shows dark text on a light page or light text on a dark page. Who: anyone signed in; the choice is yours alone and does not change what anyone else on the committee sees. The Appearance panel on your Profile page has three choices under Colours: Match my device (the starting choice: Vasker follows the light or dark setting of your phone, tablet or computer), Light and Dark.

1. Open the Account menu and choose Profile.
2. In Appearance, pick Match my device, Light or Dark under Colours.
3. Choose Save appearance.

When it worked: a Colours set to message shows and every page uses the new colours straight away. The Vasker app on iPhone, iPad and Android picks up the same choice the next time it opens or you sign in; with Match my device it follows the phone's own setting. Before you sign in, the website and the app always follow your device. Printed pages, PDF reports and emails stay light whatever you choose.

Two-factor authentication

Every Vasker account has a second step after the password. You cannot turn it off. Account, then Security shows the three ways to do it and lets you add the optional two.

Add an authenticator app

Goal: codes from an app on your phone instead of email. Who: anyone signed in. Before you start: install an authenticator app on your phone, and open Account, then Security.

1. Under Authenticator app, choose Set up authenticator app. The page reloads with a message to scan the QR code.

   

2. In your authenticator app, add an account by scanning the QR code. If the phone cannot scan it, type the Manual key shown under the code instead. The app lists the account as Vasker with your email.

   

3. Type the six digits the app shows in Authenticator code and choose Confirm authenticator.

   

When it worked: Authenticator app added, and the section shows On with a Remove authenticator app button. The next sign-in offers Authenticator next to Email code. If it goes wrong: That code is invalid means the app's clock or your typing is off; wait for the next code and try again. Cancel throws the half-finished set-up away. If Vasker has lost the half-finished set-up, for example because you signed out in between, it says Authenticator setup expired and you start again from Set up.

Remove an authenticator app

Do this before you wipe or hand on the phone. Email codes keep working, so you are never locked out.

1. On Security, under Authenticator app, choose Remove authenticator app. Vasker removes it at once and says Authenticator app removed.

   

Passkeys

A passkey lets the device you are holding vouch for you: a fingerprint, your face, the device PIN or a hardware security key. It is kept by your device, browser or password manager; if that does not sync between your devices, add one on each. Who: anyone signed in, on a browser and device that support passkeys. Before you start: open Account, then Security, and scroll to Passkeys.

1. Type a name you will recognise, such as Laptop or Work phone, in New passkey name, then choose Add passkey. The button reads Waiting for device while your browser or phone asks you to confirm.

   

When it worked: the page reloads and the passkey is listed with the date it was added. The next sign-in offers Passkey at the top of the code page. If it goes wrong: if you cancel the device prompt or the browser cannot make a passkey, the reason shows under the button and nothing is saved. Try another browser, or stay with email codes.

Rename a passkey

1. In the passkey's row, change the name in the box and choose Rename. Vasker says Passkey renamed.

   

Remove a passkey

Remove a passkey when you sell or lose the device. Removing it here stops it signing in to Vasker; the device may still show it in its own list until you delete it there too.

1. In the passkey's row, choose Remove. It goes at once, and Vasker says Passkey removed.

   

When our terms change

Most updates to our documents are small corrections and need nothing from you. When a change does need your answer, Vasker shows it on the first page you open after signing in on the website, and in the latest version of the Vasker app it fills the screen before anything else. The page lists each changed document with its version, the date it takes effect, a short summary of what changed and a link to read it in full. We also email the treasurer and chair before the change takes effect.

The Terms of Service, the Data Processing Addendum and the Promotions Policy are agreed once for your organisation, by a treasurer or chair. Other members see those changes for information and choose Got it. The End User Licence Agreement is agreed by each person. Changes to the Privacy Policy or the Cookie Notice are for your information and never need your agreement.

If you choose I do not accept, nothing is deleted and your subscription is not cancelled. A page explains your choices, with links to Subscription, Download my data and the Tweed Tyne Technologies Privacy Centre, and Vasker asks again the next time you sign in. In the app, the page tells you to sign in on the Vasker website to cancel your subscription, and Download my data opens the Tweed Tyne Technologies Privacy Centre; a treasurer or chair is told instead to sign in on the Vasker website to download the organisation's records. Until a set date you can choose Carry on using Vasker. If we set a date after which the updated terms are needed to keep using Vasker, that page says which date applies to you. It is never less than 30 days after your organisation first saw the change (for the End User Licence Agreement, after you first saw it). From that date, until you accept, you can open only this page, Subscription, Download my data and Sign out. Vasker keeps a record of each answer, and it is in your data download. If you delete your account, an answer you gave for your organisation stays with the organisation, with your role but not your name.

1. Read each summary and open any document you want to see in full. Then choose I accept, or Got it when there is nothing to agree. You go on to the page you were opening.

   

Sign out

Who: anyone signed in. Do it on a shared hall laptop or a committee tablet, and before you hand a device to someone else.

1. Open the Account menu and choose Sign out, at the foot of the menu. You land on the vasker.co.uk home page, signed out on that device only; other devices stay signed in.

   

Signing in takes you to the cash book, because that is where most evenings start. The dashboard is one step back from it: a plain page that says which club you are in, what each account holds and what is still waiting. Choose Dashboard in the main menu to open it, or you arrive there after Switch organisation or after accepting an invite.

What is on the dashboard

Finding your way

Goal: know where everything is. Who: every role sees the same menus; what a page lets you do depends on your role and plan, and the page says so.

1. The main menu runs along the top: Dashboard, Cash book, Members, Gift Aid, Funding, and Reports (a drop-down, with Audit log at its foot).

   

2. Still to do on the dashboard says what is waiting in your books, each with a link straight to it. Other jobs, beside it, reaches the jobs you do less often, such as importing a bank statement.

   

3. Account, at the right of the menu bar next to your organisation's name, holds your own pages: Profile, Security, Billing, Books setup, Organisation settings (Treasurer and Chair only), Team, Switch organisation and Sign out.

   

On the Free plan the menu bar shows one small Free plan marker, which opens Billing. Members, Funding and the Reports items Income & expenditure, Annual return figures, Examiner pack, Handover export and Year-end snapshot need Standard. They still open, and show what the tool does and how to subscribe. On Standard or Plus there is no marker.

Cash book

The ledger of money in and out: accounts, funds, categories, import, reconcile and receipts.

Members

The club directory, subscription plans, renewals and arrears (Standard and Plus).

Gift Aid

Declarations, donations, claims and GASDS. Sending a claim needs Plus.

Funding

Grant and funding match (Standard and Plus).

Reports

Income & expenditure, Annual return figures, Examiner pack, Handover export and Year-end snapshot (Standard and Plus), Handover checklist (every plan), then Audit log: who changed what, with a CSV export (every plan).

Account

Profile, Security, Billing, Books setup (your accounts, funds and categories), Organisation settings, Team, Switch organisation and Sign out.

On a phone

Who: anyone on a phone or a narrow window. Nothing is missing; the menu folds away.

1. Tap the menu button (three lines) at the top right, next to the Vasker logo.

   

2. The same sections open as a list: Dashboard, Cash book, Members, Gift Aid, Funding, Reports, your organisation's name and Account. Tap one, or tap the button again to close the list.

   

More than one organisation

Goal: move between clubs you belong to. Who: anyone who has accepted an invite from a second organisation; one login serves them all. Before you start: note which organisation's name is in the menu bar. That is the one whose books every page shows.

1. Open the Account menu and choose Switch organisation.

   

2. Your organisations lists every club you have joined, with your role in each. Choose Switch next to the one you want.

   

When it worked: you land on that organisation's dashboard and its name is in the menu bar. Vasker remembers the choice for this sign-in; the next sign-in opens the first of your organisations by name. If it goes wrong: an organisation that is not listed has not accepted you yet: ask its Treasurer or Chair to invite you, then open the link in the email. An invite you have not accepted does not count.

Cookies

The first time you visit, a banner from Tweed Tyne Technologies asks whether to allow analytics cookies. Nothing optional is set until you accept. The banner and the Cookie settings link in the page footer are shared across our products and are served from legal.tweedtynetechnologies.co.uk, so they are not pictured in this book.

A hall committee has a chair, a secretary and a treasurer, and at year end an independent examiner. Team is where those people get a login to the books, each with a role that says what they can touch. Club members who only pay a subscription are not on it: they live in Members.

Open Account, then Team. Every role can see the list; the buttons appear only for Treasurer and Chair.

Roles

Billing is in the Account menu for every role, because a Viewer may need to see what the club pays. Your own role is shown on the dashboard under the organisation's name.

What is on the Team page

Invite someone

Goal: give someone a login to this organisation. Who: Treasurer or Chair, on any plan. Before you start: know the email they read, and decide the role from the table above. Start with Viewer if in doubt; you can change it later.

1. Open the Account menu and choose Team.

   

2. Choose Invite someone at the top right of the list.

   

3. Type their Email and choose a Role. The list starts on Viewer. The help text under it sums up the roles: viewers and examiners can look but not edit; treasurers can manage the books and team.

   

4. Choose Send invite. Cancel goes back to the list without sending.

   

When it worked: Invite sent to their email, and they appear on the list as Invited with today's date. They get an email with the subject You're invited to your organisation's name on Vasker, naming the role and carrying an Accept your invite link. The invite is recorded in the audit log. If it goes wrong: That person is already a member of this organisation means the email is on the list already. If the email could not be sent, Vasker says so and keeps the invite, so use Resend on the list.

Accept an invite

Who: the person invited. What they see depends on whether they already have a Vasker login.

1. Someone new to Vasker opens the link and sees Join, with the organisation's name and their role. Their email is filled in and cannot be changed. They type their First name, Last name, a Password and the same in Confirm password.

   

2. They choose Accept invite. Vasker then emails them a 6-digit code, as at every sign-in; once they type it they land on the organisation's dashboard.

   

• Already has a login and is signed out: the link goes to Sign in with the message Sign in as their email to accept your invite. After the code they are back on the link and joined.
• Already signed in as that account: the link joins them at once, with the message You joined, and opens the organisation's dashboard.
• Signed in as someone else: This invite is for a different account. Sign out, then open the invite link again.
• Link already used: This invite has already been accepted. Sign in as usual.
• Password rules: at least 10 characters, not all numbers, not a common or breached password, not too like their email or the first or last name they typed, and the two boxes must match.

Change someone's role

Who: Treasurer or Chair. You cannot change your own role; ask the other Treasurer or Chair to do it.

1. On Team, in the person's row, pick the new role from the list under Role and choose Save beside it. Vasker says Role updated and records the change in the audit log.

   

Resend an invite

Who: Treasurer or Chair, for anyone whose Status is still Invited. The old link stops working and a fresh one is emailed. If you press Resend, or send the same invite, twice within about 30 seconds, Vasker says an invite was sent a moment ago and sends nothing the second time, so the link in the first email keeps working.

1. On Team, choose Resend in the invited person's row. Vasker says Invite resent to their email, and the Invited date moves to today.

   

Remove someone

Who: Treasurer or Chair. Removing takes away their access to this organisation only; their Vasker login and any other organisations stay. Records they entered stay in the books, with their login named in the audit log.

1. On Team, choose Remove in the person's row and confirm the browser's question Remove this person from the organisation? Vasker says Removed their email from the organisation.

   

If it goes wrong: You cannot remove yourself: ask another Treasurer or Chair. Assign another treasurer before removing the last one: make someone else Treasurer first, with Change someone's role, then remove.

Before the first line goes in, the books need three lists: the places money lives (accounts), the reasons you hold it (funds) and the labels you file it under (categories). Vasker starts you with a General fund, a starter list of categories and no accounts. The three lists are on one page, Books setup: open the Account menu and choose Books setup, or choose Books setup at the right of the cash book's filter row. It links Accounts, Funds and Categories, each with how many are in use.

Who: Treasurer, Chair and Secretary can add and edit. Viewer and Independent examiner see the lists without the forms or Edit buttons. Every add, edit and delete is written to the audit log.

Accounts: where the money sits

Goal: one account in Vasker for each place money really lives, so the balance chips at the top of the cash book match the statements. Before you start: have the statement for the day you start, for the opening balance.

1. Open Books setup (in the Account menu, or at the right of the cash book's filter row) and choose Accounts.

   

2. On Bank and cash accounts, under Add account, type the Name and choose the Account type.

   

3. Fill in Sort code last4 and Account number last4 if you want them on the list, and the Opening balance from the statement. Leave Is active ticked.

   

4. Choose Save account.

   

When it worked: Account created, and it joins the table with its balance, and the cash book shows a balance chip for it. If it goes wrong: You already have an account called that name: pick another. The form says so under the box and nothing is saved.

Edit, retire or delete an account

1. On Bank and cash accounts, choose Edit at the right of the account's row.

   

2. Change any field. When you close a bank account, untick Is active. Then choose Save changes; Cancel goes back without saving.

   

3. Under Delete account at the foot of the page, Vasker either offers a Delete account button or says why it cannot: how many cash book lines and bank imports use the account.

   

An inactive account keeps its past lines and still shows in reports, with an Inactive badge on the list, but drops out of the account list for new lines and imports. Tick Is active again to bring it back. Delete is only for an account with no lines and no imports, such as one added by mistake; the button asks you to confirm and it cannot be undone.

Funds: why the money is held

Goal: keep restricted money apart from the rest, because the income and expenditure report, the examiner pack and the annual return all split by fund. Vasker creates General fund for you. Plan: Free keeps one fund; adding more needs Standard or Plus. Before you start: read the grant letter or appeal wording so you know whether the money is restricted.

1. On Books setup choose Funds, then under Add fund type the Name, choose the Fund type and enter the Opening balance the fund held when your books start. Leave Is active ticked.

   

2. Choose Save fund.

   

When it worked: Fund created, and it appears in the table and in the Fund list on every line. If it goes wrong: You already have a fund called that name: fund names are unique.

On Free: the Funds page lists your funds, but in place of the Add fund form it shows More than one fund is on Standard and Plus: Free keeps one fund, and Standard or Plus adds restricted, designated and endowment funds. Choose See plans to subscribe. Funds you already have, for example from before a move to Free, stay listed and open to view and edit; only adding a new one is blocked.

Edit, retire or delete a fund

1. On Funds, choose Edit at the right of the fund's row.

   

2. Change the Name, Fund type or Opening balance, or untick Is active to stop using it, then choose Save changes.

   

3. Under Delete fund, Vasker offers a Delete fund button only when nothing uses the fund and it is not your only fund. Otherwise it says how many cash book lines and subscription plans use it.

   

You cannot untick Is active on your only active fund: Vasker says to add or reactivate another first, so new lines have somewhere to go. An inactive fund keeps its lines and its balance in reports. You can rename General fund to anything you like; Vasker will not put it back.

Categories

Categories are the income and expense labels on each line. Vasker seeds a starter list once: Membership subscriptions, Donations, Fundraising events, Grants, Bank interest and Other income; Venue hire, Equipment, Insurance, Admin and postage, Fundraising costs, Bank fees and Other expense. Anything you rename, retire or delete stays that way.

1. On Books setup choose Categories, then under Add category type the Name, choose the Direction, pick an Annual return heading and, if you want it grouped, a Parent.

   

2. Choose Save category.

   

When it worked: Category created. The table shows it with its direction and return heading, and Under its parent where it has one. If it goes wrong: a name already used for that direction is refused under the Name box.

Edit, retire or delete a category

1. On Categories, choose Edit at the right of the category's row.

   

2. Change the Name, Annual return heading or Parent, or untick Is active, then choose Save changes. Direction is greyed out once lines use the category; the note under it says so.

   

A rename carries through to every line already using the category and to reports. An inactive category shows greyed with an Inactive badge; past lines keep it and reports still count it. Delete category at the foot of the page works only when no line or subscription plan uses the category; otherwise Vasker says how many do and suggests unticking Is active. To move old lines elsewhere, edit each line in the cash book first.

The cash book is the page you will spend most evenings on. It is meant to feel like the spreadsheet it replaces: one row per movement of money, money in as a plain amount and money out with a minus sign, with the balance of each account at the top. Open Cash book in the main menu, or choose Open the cash book on the dashboard.

What is on the cash book

Add a line

Goal: record one receipt or payment. Who: Treasurer, Chair or Secretary, on any plan. Before you start: have the statement or receipt in front of you for the date and the amount, and an account to put it in (see the previous chapter).

1. On the cash book choose Add line. The Add line button on the dashboard opens the same form.

   

2. Set the Date the money moved: the bank date, not the day you type it. It starts on today. Choose Money in or Money out; the form starts on Money out. Enter the Amount (£) as a positive number.

   

3. Choose the Account the money went through and the Fund it belongs to. Choose a Category of the same direction, or leave it blank to categorise later.

   

4. Type a Description the next treasurer will understand in two years, the Payee / payer, and the Reference from the statement if there is one.

   

5. Choose Save.

   

When it worked: Transaction saved, and the line's own page opens. If it goes wrong: an amount of zero or less is refused; a category of the other direction is refused with a note under the Category list, so pick one that matches or leave it blank. Only active accounts, funds and categories are offered.

Find a line

1. Type part of the description, payee or reference in Search, or pick an Account, Fund or Status, or set From and To dates, then choose Filter.

   

2. The balance chips above the filters show each active account's balance. They do not change with the filters.

   

Open and edit a line

A line's page shows its description, date, account, fund and amount, then Category, Payee, Reference, Source (how the line got there, such as Manual, CSV import, Subscription or Donation) and the Reconciled tick. Receipts and Delete transaction sit below.

1. On the cash book, choose the line's Description.

   

2. Choose Edit under the details. The same form as Add line opens with the line filled in; change what you need and choose Save. Vasker says Transaction updated, and the audit log keeps what changed.

   

Delete a line

Who: Treasurer, Chair or Secretary. Only delete a line that was entered by mistake or twice. Any receipts attached to it are deleted too, and it cannot be undone.

1. Open the line and scroll to Delete transaction. Choose Delete transaction and confirm the browser's question. Vasker says Transaction deleted and returns to the cash book.

   

2. When a line cannot be deleted, the same place lists why instead of the button.

   

Export

1. On the cash book choose Export. Your browser downloads transactions.csv with every line: date, amount, account, fund, category, description, payee, reference and reconciled (yes or no). It ignores the filters.

   

Print the cash book as a PDF

Goal: a printed cash book with the money received and the money spent already added up, so nobody has to total it by hand or print screenshots. Who: every role that can open the cash book.

On the cash book, set From and To for the period you need, and pick a Fund if you want only one, then choose Filter and then Download PDF. The PDF follows the filters on the screen. Page one is All funds: one row per fund with Received, Spent and Net, and a total for all funds. Each fund then has its own page listing its lines, with its total received and total spent. Opening and closing balances are shown for each fund. They are left out when you narrow the book by account, status or search, because those balances would no longer add up. With no dates set, the PDF covers every line.

Half an hour with a statement and the Add line form is the evening most treasurers dread. Every online bank will export a CSV file of the statement instead, and Vasker reads it into the cash book as one import batch, with the same duplicate check on every line and an audit entry for each. Open Cash book, then Import CSV, or choose Import a bank statement on the dashboard.

Import a statement

Goal: get a month's bank lines into the cash book. Who: Treasurer, Chair or Secretary, on any plan. Before you start: download the CSV for the period from your online banking, and open it once to see whether it has one Amount column or Money in and Money out columns.

1. On the cash book choose Import CSV.

   

2. Choose the Account the statement is for and the Bank CSV format that matches its columns.

   

3. Choose the Fund the lines belong to by default and, if every line is the same kind, a Category. Otherwise leave Category blank.

   

4. Choose the File from your computer and choose Import.

   

5. If some rows match lines you already have, Vasker imports the rest and shows Possible duplicates skipped: the rows, each with a tick box. To import one anyway, because the bank really did charge twice, tick it and choose the same File again under Re-attach the same CSV.

   

6. Choose Import selected overrides. If none of them are genuine, choose Done, leave skipped instead.

   

When it worked: a message says how many rows were imported and how many duplicates were skipped, and the batch's page lists every line it added, each linking to the line. The lines carry Source: CSV import. If it goes wrong: a date Vasker cannot read stops the whole import with the row number, so check the Bank CSV format matches the file. Rows with an empty date are skipped. Amounts may carry a pound sign, commas or brackets for a negative; Vasker strips them.

A row counts as a duplicate when the account, date, amount and description (ignoring case and spacing) match a line already in the cash book, from any source. Banks do produce genuine duplicates, which is why the screen lets you override a skip.

Past imports and undo

Goal: see what a batch brought in, or take it back out. Who: every role can see the list; undo needs a writing role. Undo removes the batch and every line it added, including any changes you made to those lines since and any receipts attached to them, and cannot be undone.

1. On Import bank CSV choose Past imports, next to the Import button.

   

2. CSV imports lists the last 50 batches: when, the file, the account, how many lines were imported and how many duplicates skipped. Choose the file name to open a batch. New import starts another.

   

3. The batch's page lists its lines. Under Undo import, choose Undo import and confirm the browser's question. Vasker says the import was undone and how many lines were removed.

   

If it goes wrong: Undo is not offered once any line from the batch is reconciled, linked to a Gift Aid donation or linked to a member payment; the page lists which and how many. Untick the reconciled lines first, or delete the other lines one at a time from the cash book.

A bank feed brings the bank's own lines into Vasker through Open Banking. Each feed belongs to one cash book account. New lines wait on the feed's page for you to check, then you add them to the cash book or skip them, with the same duplicate check as a CSV import. Open Cash book, then Bank feeds.

Who: Treasurer, Chair and Secretary can connect, add lines, re-confirm and disconnect. Viewer and Independent examiner see the feeds without the buttons. Every consent, connection and disconnection is written to the audit log.

Who reads your bank

The connection is provided by Fena (Fena Labs Ltd), which is authorised by the Financial Conduct Authority to provide account information services (firm reference 934835). You give your consent to Fena, and you sign in on your bank's own page to approve it. Neither Vasker nor Fena sees your bank sign-in details. Fena reads the account under your consent and passes the data to Vasker for the feed; for that data Fena is an independent controller, not a Vasker supplier.

The feed is read only. It reads the account details (name, type, sort code and account number), the balances and the transactions, including payee details. It cannot move money or make payments, and the data is used for the bank feed only: not for Gift Aid, not for your member records and not for marketing.

Connect a bank

Goal: a feed on one cash book account. Before you start: you must be allowed to connect the bank account for the organisation. You do not need a cash book account first: Vasker can make one named after your bank. To feed an account you already have, it must be a current, savings or card account (cash tins and PayPal cannot have a feed).

1. Open Cash book, then Bank feeds, then Connect your bank.
2. Choose your bank. Type in Search for your bank or use Personal and Business to narrow the list.
3. Under Cash book account, leave Make a new cash book account for this bank, or choose an account you already have.
4. Read the short summary (More about how this works has the detail). Tick that you are allowed to connect the account, and tick I agree to connect my bank through Fena for 90 days.
5. Choose Continue to your bank, sign in on your bank's page and approve access for Fena.
6. Your bank sends you back to Vasker. If the feed's page says it is waiting for your bank to confirm, give it a few seconds: it checks again by itself, or choose Check again. If the bank shared more than one pounds account, choose the one that feeds this cash book account and choose Use this account.

The feed's page opens and the first check runs. It reads up to 90 days back. Only booked lines in pounds come in; pending card lines wait until the bank books them.

Add or skip the waiting lines

Re-confirm every 90 days

UK Open Banking consent lasts 90 days. The feed's page shows the date it runs until, and we email the person who connected it 7 days before. Choose Re-confirm for 90 days to carry on; you do not sign in to your bank again. If the date passes, the feed stops and shows Needs reconnecting: choose Connect again and approve at your bank. Nothing already in the cash book is removed.

Disconnect

Choose Disconnect on the feed's page at any time. Vasker asks Fena to stop access straight away and stops reading the account. Lines you have already added stay in the cash book; lines still waiting are removed (a CSV import can still bring them in). You can also withdraw access through your bank. Deleting the cash book account is refused while it has a feed.

In the app

In the iPhone, iPad and Android app, open More, then Bank feeds. You can connect a bank, re-confirm and disconnect there; the bank's page opens in your browser and sends you back to the app. Adding or skipping the waiting lines is on the website.

Reconciling is the monthly habit that keeps the examiner happy: work down the statement and tick each line in Vasker as you find it. What is left unticked is either not yet on the statement or missing from the books. Who: Treasurer, Chair or Secretary tick; Viewer and Independent examiner see Reconciled or Not yet instead of the button.

Tick lines on the cash book

Before you start: have the statement for the account in front of you.

1. On the cash book set Status to Unreconciled, pick the Account if you have more than one, and choose Filter, so only the lines still to check are listed.

   

2. For each line on the statement, choose Mark as reconciled in the Reconciled column (on a phone, at the foot of the line's card). It turns into a green Reconciled button without reloading the page; choose it again to untick. Each tick and untick is written to the audit log.

   

The same tick button is on each line's own page, under Reconciled. A ticked line cannot be deleted until it is unticked, and an import cannot be undone while any of its lines is ticked.

The reconcile view

Goal: one list of what is still unticked, with the book balance to compare with the statement. Open it from the dashboard: the Reconcile link under Still to do, or Reconcile with your bank statement under Other jobs. Its address is vasker.co.uk/app/cashbook/reconcile/ if you want to bookmark it. Who: every role.

1. On Bank reconciliation, choose the Account. The list refreshes as soon as you pick one; All accounts shows every unticked line together.

   

2. With an account chosen, Book balance shows next to the list: the opening balance plus every line in Vasker, ticked or not. Compare it with the statement's closing balance.

   

3. Work down the table, Date, Description, Amount and Tick, and tick each line you find on the statement. It stays in the list until you reload. When nothing is left the page says Nothing left to reconcile.

   

The view shows up to 300 unticked lines. If the book balance and the statement differ once everything on the statement is ticked, what is still unticked is the difference, or something is missing: add it with Add line or import the statement.

Receipts

Goal: keep the evidence on the line it belongs to, so the examiner and the next treasurer find it without a shoebox. Who: Treasurer, Chair or Secretary; every role can open an attached file. What you can attach: a PDF, or a JPEG, PNG or HEIC picture (a photo or a scan), up to 10 MB, on the website; the phone app does not attach receipts.

1. Open the line from the cash book. Under Receipts, choose the file box, pick the picture or PDF, and choose Upload receipt.

   

When it worked: Receipt uploaded, and the file is listed under Receipts with the date and time, as a link that downloads it. Attaching is written to the audit log. If it goes wrong: Could not upload file means the file was missing or not accepted; save it as a PDF, JPEG, PNG or HEIC file under 10 MB and try again. Uploaded the wrong file? Choose Delete receipt next to it, confirm, and upload the right one. Deleting a line deletes its receipts too.

The member list is where subscriptions, payments and Gift Aid declarations hang from. Plan: Standard and Plus. Open Members in the main menu, or See arrears under Still to do on the dashboard. A club member does not need a Vasker login; invite only the officers who keep or check the books, under Team.

What is on the Members page

Find a member

1. Type part of their name, email, phone, postcode, first address line or town in Search members and press Enter. Clear the box and press Enter to see everyone again.

   

Add a member

Goal: put someone in the directory. Who: Treasurer, Chair or Secretary, on Standard or Plus. Before you start: have their name and, if they give with Gift Aid, their house number or name and postcode.

1. On the Members page choose Add member.

   

2. Type the First name and Last name, then Email and Phone if you use them.

   

3. Fill in Address line1, Address line2, Town and Postcode. The first line and the postcode are what a Gift Aid claim uses.

   

4. Set Member type, Joined date and Status.

   

5. Choose Save.

   

When it worked: Vasker says Added, with their name, and opens the member's page. If it goes wrong: First name and Last name are required; the form shows which box needs attention.

Open a member

A member's page shows their email, postcode and status, the buttons you can use, and two tables: Subscriptions (plan, period, amount due, amount paid, status) and Payments (date, amount, method, which plan it was for, and whether it made a cash book line: Yes, Reconciled or No). Each table shows the 20 most recent.

1. On the Members page choose the member's name.

   

2. Under their name: Edit, Add subscription, Record payment and Gift Aid declaration. These show for Treasurer, Chair and Secretary. Gift Aid declarations need the Plus plan.

   

3. Read their Subscriptions and Payments. A subscription that is Due or Part paid has a Record payment link on its row.

   

Edit a member, or mark them as left

1. On the member's page choose Edit.

   

2. Change what you need. When someone leaves, set Status to Left and fill in Date left. Use Lapsed for someone who has not renewed but may come back, and Deceased to stop renewals while keeping the record.

   

3. Choose Save. Vasker says Member updated.

   

Delete a member added by mistake

1. Open the member, choose Edit, and scroll to Delete member. Choose Delete member and confirm. Any subscriptions they had are deleted too.

   

Remove a member's personal details

Who: Treasurer or Chair. If a member asks you to remove their details, open the member and choose Remove personal details.

If the member has payments, Gift Aid declarations or donations on record, HMRC expects you to keep them for six years. Until the date shown the record is restricted: kept for your tax records only, hidden from lists and no longer emailed. After that date you can anonymise it.

Who can see a restricted record: only the Treasurer and Chair. They find it under Restricted records on the Members page, and the record shows Restricted: kept only for the organisation's records. For Secretary, Viewer and Independent examiner the link is not shown, and the record is not found, on the website and in the app.

Anonymising cannot be undone. It blanks the name, address, email, phone and notes, the Gift Aid declaration details and the donor details on claim lines. Amounts, dates and ids stay, so your books and past claims do not change.

Names you or a colleague typed into other text, such as a cash book payee or description, are not changed. Edit them yourself if they should go.

Answering a member's request for their data

Goal: give a member a copy of everything the organisation keeps about them in Vasker, when they ask for it (a subject access request). Who: Treasurer or Chair. Plan: Standard and Plus.

1. Open Members and the member. A restricted record is under Restricted records.
2. Choose Download this member's data. Your browser saves member-number-data-date.zip.
3. Check the zip, then send it to the member in a safe way, such as a password-protected file with the password sent separately.

Each download is recorded in the audit log by member number only. A restricted record can be downloaded. An anonymised record has no personal data left, so the page says so instead of showing the button. Anything a colleague typed about the person elsewhere, such as a cash book description, is not in the zip: search for it yourself if the request covers it.

A subscription is one member owing one plan for one period. You can make them one at a time from a member's page, or for everyone at once with Generate renewals. Recording payments then moves each one from Due to Paid.

Add a subscription plan

Who: Treasurer, Chair or Secretary, on Standard or Plus. Viewer and Independent examiner see the list without the form. On Free the Plans page shows the upgrade page instead. Before you start: have the fund and the income category the money should go to (see Accounts, funds and categories).

1. On the Members page choose Plans.

   

2. In Add plan, type the Name and Amount and choose the Frequency.

   

3. Choose the Fund and Category. Leave Is active ticked.

   

4. Choose Save. Vasker says Plan created and lists it.

   

Change, retire or delete a plan

1. On the Plans page choose Edit on the plan's row.

   

2. Change the name, amount, frequency, fund or category, or untick Is active to retire it, then choose Save changes. A new amount only applies to renewals generated from now on; subscriptions already set up keep the amount they were given.

   

3. Delete plan at the foot of the page is for a plan nobody has. Choose it and confirm. When members have the plan, the page says how many and suggests unticking Is active instead.

   

Generate renewals

Goal: start a new subscription year for the club. Who: Treasurer, Chair or Secretary, on Standard or Plus.

1. On the Members page choose Renewals.

   

2. Choose the Plan (only active plans are offered) and pick the Period start: the first day of your subscription year. It starts on 1 January this year.

   

3. Choose Generate.

   

What happens: every member whose status is Active gets a Due subscription on that plan, for the plan's amount, from the period start to the end the frequency sets, due on the start date. A member who already has that plan starting that same day is skipped, so running it twice does no harm. Vasker says Created, with the number, and opens Arrears.

Add or change one member's subscription

1. Open the member and choose Add subscription.

   

2. Choose the Plan and Period start. Leave Period end, Due date and Amount due blank to use the plan.

   

3. Leave Status on Due, or choose Waived if the committee agreed not to charge, then choose Add subscription.

   

4. To change it later, choose Edit on its row in the member's Subscriptions table, change it and choose Save changes.

   

5. Remove subscription on the Edit page is for one added by mistake. It only works when no payment is recorded against it; otherwise set the status to Waived or Written off, or delete the payments first.

   

Plan: Standard and Plus. On Free, Arrears, Record payment and Remind show Members and subscriptions are on Standard and Plus instead, and the phone app hides the In arrears row on the home screen. Payments you recorded before a move to Free stay stored, and cash book lines they made stay in the cash book.

See who owes

1. On the Members page choose Arrears.

   

2. Each row shows the member, the plan, the due date and the balance left to pay, latest due date first. Treasurer, Chair and Secretary also see Record payment and Remind.

   

Record a payment

Goal: record money a member paid. Who: Treasurer, Chair or Secretary, on Standard or Plus. Record payment is also under the search box on the Members page and on each member's page; from Arrears, or a subscription's row, the payment is tied to that subscription.

1. On Arrears, choose Record payment on the member's row.

   

2. Check the Member and Amount, pick the Date and choose the Method.

   

3. Choose the Account if the money should go into the cash book now, and add Notes if useful.

   

4. Choose Save payment.

   

When it worked: Vasker says Recorded payment, with the amount, and opens the member's page. The subscription's paid amount and status update; when fully paid it leaves Arrears. A cash book line made this way is described Subscription, then the member's name, with Source Subscription.

Correct or delete a payment

1. Open the member and choose Edit on the payment's row.

   

2. Change the Amount, Date, Method or Notes and choose Save changes. The member, subscription and account stay fixed. A change to the amount or date also updates the cash book line, and the subscription updates to match.

   

3. Or scroll to Delete payment, choose it and confirm. The cash book line it created goes too, and the subscription goes back to showing what is still owed.

   

4. If the payment's cash book line is reconciled, Amount and Date are locked and the payment can't be deleted: untick Reconciled on that line in the cash book first. A payment whose line is also linked to a Gift Aid donation, or shared with another payment, can't be deleted either; the page lists the reason.

   

Send a reminder

1. On Arrears, choose Remind on the member's row. There is no preview: the email is sent at once.

   

The member gets an email from Vasker headed Subscription reminder with the plan name. It says, in your organisation's name, that the balance is due for that plan and period, and thanks them. Vasker says Reminder emailed, with the address. If the member has no email, it says No email address on this member: add one under Edit member first.

Gift Aid lets a charity or community amateur sports club reclaim the basic rate tax a donor has paid on a gift. Vasker keeps the three records HMRC expects: the donor's declaration, each gift, and the claim. It then sends the claim to HMRC's Charities Online service from the claim's page. Vasker is listed by HMRC as commercial software for filing Gift Aid and charity repayment claims online through Charities Online. HMRC does not endorse or approve any software supplier. Your organisation stays the claimant.

Who can do what

Plans

Every part of Gift Aid needs the Plus plan: declarations, donations, claims and the Gift Aid page itself, on the website and in the phone app. On Free or Standard, each Gift Aid page opens a page headed Gift Aid is on the Plus plan, with the paid plans. Subscribe from Billing on the website, or from the store in the phone app. An Admin Gift of Plus counts too.

If you move off Plus, nothing is deleted. Your declarations, donations and claims stay in Vasker and open again when you come back to Plus. Keep your Gift Aid records for six years after the last claim that used them in any case: the account data download under Profile includes them.

Turn Gift Aid or small donations off

Two boxes under Account, Organisation settings, Gift Aid, decide what your group uses. The Treasurer or Chair can change them. Your choice stays the same when your plan changes: the plan decides whether Gift Aid is available, the boxes decide whether you use it.

Before your first claim

• Your organisation must be registered with HMRC for Gift Aid. Put the reference HMRC gave you in HMRC charities reference under Account, Organisation settings (the Treasurer or Chair can open it). A claim cannot be sent without it.
• Fill in the Authorised official in the same place: the person HMRC knows as responsible for your claims. Their name must match what HMRC holds.
• Have your organisation's Government Gateway user ID and password for Charities Online. Vasker asks for them each time you send and never stores them.

Open Gift Aid

1. Choose Gift Aid in the main menu.

   

2. The Gift Aid page says how many donations are not yet claimed and lists up to 20 claims with their period, status and amount claimed. Use Donations, Declarations, Claims and Build claim under the heading. Build claim shows for Treasurer, Chair and Secretary.

   

The not yet claimed count is every donation with Is gift aid eligible ticked that is not on a claim. Choose a claim's period in the table to open it.

Estimate your Gift Aid gap

Goal: get a rough yearly figure before you collect declarations. Who: anyone; no account needed. The calculator is at vasker.co.uk/gift-aid-gap-calculator/, and the home page links to it.

1. Type your yearly donations in Rough annual donations from individuals. A rough estimate appears under the box straight away.

   

2. Add Donors you could get a Gift Aid declaration from and Total individual donors this year to refine it.

   

3. Add any small cash donations, and tick We already claim Gift Aid if you do.

   

4. Choose Save a fuller estimate to see the figure with its workings: eligible donations, Gift Aid at 25% and the GASDS top-up.

   

How it works it out: the share of donors who could sign a declaration is applied to your donations; without both donor counts it assumes about 70%. Gift Aid is 25% of that. The small donations top-up is 25% of your small cash, counting no more than 10 times the eligible donations and no more than £8,000 a year, HMRC's limits. Gotcha: ticking We already claim Gift Aid makes the figure £0.00, because the calculator then treats all of it as claimed. It is a planning estimate, not a claim.

Who: Treasurer, Chair or Secretary add and change declarations; Viewer and Independent examiner can see the list. Open Gift Aid, then Declarations. The list shows the donor, the date given, postcode and type, latest date given first, up to 200. A Cancelled badge marks a cancelled one.

How Vasker matches a declaration to a gift

When you build a claim, Vasker looks at each donation's member and picks their declaration whose Valid from is on or before the gift's date, whose Valid to, if set, is on or after it, and that was not cancelled on or before the gift's date. If more than one fits, the one given most recently wins. A donation linked to a declaration uses that one, unless it was cancelled on or before the gift's date. The donor's name, house and postcode on the claim come from that declaration, not from the member's record.

Add a declaration

Goal: record a donor's Gift Aid declaration. Before you start: the donor must be in Members with status Active, and you need their declaration (a form, an online record or a note of a verbal one). Shortcut: on the member's page choose Gift Aid declaration; the form opens with the member, names, first address line and postcode filled in.

1. On Gift Aid declarations choose Add.

   

2. Choose the Member and the Declaration type.

   

3. Pick the Date given and Valid from, and Valid to only if it ends.

   

4. Fill in Title (optional), First name, Last name, House number or name and Postcode.

   

5. Read HMRC's model declaration shown above Confirms taxpayer. Check Confirms taxpayer only if the donor has made that declaration, and choose an Evidence file if you have one.

   

6. Choose Save.

   

When it worked: Vasker says Gift Aid declaration saved and shows the list. If it goes wrong: the form marks any box that needs attention.

What HMRC will reject

Vasker checks these when you build a claim and lists any problem on the claim page. Get them right here and the claim goes through cleanly.

• Names may use letters, spaces, hyphens and apostrophes only.
• The house box may also use numbers and a slash.
• The postcode must look like a UK postcode, such as YO1 6AA.
• Confirms taxpayer must be ticked.

Correct a declaration

Goal: fix a mistake in a donor's details. Once any donation relying on the declaration is on a claim, even a draft one, the Member, Declaration type, Date given, Valid from and Confirms taxpayer are locked, and so is the Evidence file if one was uploaded. You can still correct the name, title, house and postcode, add evidence if there was none, and set a Valid to.

1. On Gift Aid declarations choose Edit on the donor's row.

   

2. If gifts using it are on a claim, a blue note says how many and the latest date, and the locked boxes are greyed out.

   

3. Correct the First name, Last name, House number or name or Postcode.

   

4. Choose Save changes. Vasker says Gift Aid declaration updated.

   

Record a cancellation

Goal: stop claiming for a donor who has asked you to, while keeping the record. HMRC expects Gift Aid records to be kept for at least six years.

1. On Gift Aid declarations choose Edit on the donor's row.

   

2. Pick the Cancelled on date, and type a Reason for cancelling if you have one, for example donor asked by phone.

   

3. Choose Save changes. The list shows a Cancelled badge.

   

• Gifts dated before the Cancelled on date can still be claimed with this declaration. Gifts dated on or after it can't: Build claim leaves them out, lists them on the claim under Gifts left out of this claim, and they stay unclaimed.
• The Cancelled on date must be after the latest gift already claimed with it; Vasker says so and keeps the form open.
• Cancelled it by mistake? Clear the Cancelled on date and save.

Delete a declaration entered by mistake

1. Open the declaration with Edit, scroll to Delete declaration, choose Delete declaration and confirm. Vasker says Gift Aid declaration deleted. Any evidence file is deleted too.

   

The button only shows when no donation relying on the declaration is on a claim. If they are on a draft claim, the page says so and links to it: delete the draft claim first. If they are on a claim sent to HMRC, the declaration must stay, because HMRC can ask to see it for six years after the last claim. Record a cancellation instead.

Who: Treasurer, Chair or Secretary record and change donations; Viewer and Independent examiner can see the list. Open Gift Aid, then Donations. The list shows the date, the donor (the member, or the description for grouped cash), the amount, the type and whether it is on a claim. Claimed Yes links to the claim. Up to 300 show, newest first.

Donation types

Record a donation

1. On Donations choose Add.

   

2. Choose the Member, then pick the Date and type the Amount.

   

3. Choose the Donation type, and untick Is gift aid eligible only if you will not claim on it.

   

4. Fill in Sponsored event name or Aggregated description if the type needs one.

   

5. Choose Save. Vasker says Donation recorded and shows the list.

   

Change a donation

1. On Donations choose Edit on the donation's row.

   

2. Change what is wrong.

   

3. Choose Save changes. Vasker says Donation updated.

   

Delete a donation

1. Open the donation with Edit, scroll to Delete donation, choose Delete donation and confirm. Vasker says Donation deleted.

   

Look at a claimed donation

1. A donation on a claim says View instead of Edit. Choose it.

   

2. A blue note says which claim it is on, with a link, and every box is read only.

   

If it is on a draft claim, delete the draft claim to free it; it goes back to unclaimed. If it was on a claim sent to HMRC it can never be changed or deleted: correct any mistake with HMRC on a later claim.

Open a claim

1. Open Gift Aid, then Claims, and choose the claim's period. The list shows up to 100 claims, latest period first.

   

2. Under the period: the Status, the total of the Donations and the amount Claimed. Once sent, the IRmark shows here too.

   

3. The table lists every Gift Aid donation on the claim with the date, the donor as HMRC will see them, and the amount.

   

Build a claim

Goal: put this period's unclaimed donations on a claim. Who: Treasurer, Chair or Secretary, on the Plus plan. Before you start: record the declarations and donations for the period.

1. On the Gift Aid page choose Build claim.

   

2. Pick the Period start and Period end. The dates the claim covers are up to you; many groups claim for a tax year, 6 April to 5 April.

   

3. Tick Include GASDS small donations top-up only if you claim under the Gift Aid Small Donations Scheme.

   

4. Choose Build.

   

Vasker takes every donation dated in the period that is not on a claim, has Is gift aid eligible ticked and is not a Small donation (GASDS). Each one goes on the claim, with the donor's details copied from their declaration. The amount claimed is 25% of the total, to the penny.

When it worked: the claim page opens. Vasker says Claim ready to submit, or Claim drafted with a number of validation issues to fix.

• If no donation matches, Vasker still makes a claim for £0.00. It stays a draft and cannot be sent. Delete it and check the dates.
• Every matching donation goes on, including any with a problem. They are locked while they are on the claim.
• One exception: a gift dated on or after the day its donor cancelled their declaration is left out, unless another declaration covers it. The claim lists it under Gifts left out of this claim, and it stays unclaimed.
• A gift with an amount of zero or less is left out the same way, and the claim is only ready to send when its total is more than zero.
• Period start starts on 1 January this year and Period end on today. Change them to the dates you want.

Pre-flight issues

A claim with problems shows a yellow Pre-flight issues box, one line per problem with the donation's number. It stays a Draft and cannot be sent until the box is gone.

Send a claim to HMRC

Goal: send a checked claim to HMRC's live Charities Online service. Who: the Treasurer or Chair, with an email address on their Vasker login. Before you start: the claim is Ready to submit (or a Draft with no pre-flight issues, an Error or Rejected) and does not say This claim needs rebuilding, your HMRC charities reference is in Organisation settings, and you have the Government Gateway user ID and password. Nothing is ever sent automatically.

1. Open the claim and check every line. Then tick the box under Submit to HMRC that starts I have reviewed this claim.

   

2. Choose Email me a confirmation code. Vasker emails a code to your login's address and says Nothing has been sent to HMRC yet.

   

3. Type the six digits from the email in Email confirmation code. The code lasts 10 minutes.

   

4. Type the Government Gateway user ID and Government Gateway password, and tick the I have reviewed this claim box again.

   

5. Choose Send claim to HMRC. This sends a real claim.

   

When it worked: Vasker says Claim sent to HMRC, with HMRC's correlation reference, and the status becomes Polling HMRC. The IRmark shows under the status and the request is kept on the claim under Stored request XML (evidence). Your Government Gateway password is used for that one request and never stored.

After you send: Polling HMRC, Accepted or Rejected

HMRC does not answer a claim on the spot. It first says it has the claim, then checks it. While it checks, the claim shows Polling HMRC: Vasker asks HMRC for the answer in the background, no sooner than HMRC allows and less often the longer it takes. You don't need to keep the page open or sign in again. HMRC usually answers within the hour, though it can take longer at busy times. The page then shows one of two results.

Once HMRC's answer is in, Vasker tells HMRC it has it so HMRC can clear its copy, as HMRC asks of all software. The answer stays on the claim in Vasker.

The confirmation code email

The subject is Confirm your Vasker Gift Aid submission to HMRC. It holds the code, says it expires in 10 minutes and that Vasker will not send the claim until you enter it. If you did not ask for it, ignore it and tell your treasurer.

Claim statuses

The claim list shows each claim's status, so you can see at a glance which are still with HMRC and which need you.

Delete a draft claim

1. Open the claim, choose Delete draft claim at the foot and confirm. Vasker says how many donations are back in your unclaimed donations, ready for a new claim.

   

This works for any claim that never left Vasker: Draft, Ready to submit, or an Error that was never sent. Use it to fix a donation on the claim or rebuild for the right dates. A claim sent to HMRC shows Delete claim with a note that it can't be deleted: keep it with your Gift Aid records.

IRmark and evidence

An IRmark is a checksum HMRC uses to identify the claim. It appears on the claim once it has been sent, so you can match HMRC's acknowledgements. The request Vasker sent is kept on the claim as evidence if HMRC later asks about it.

The Gift Aid Small Donations Scheme lets a charity or CASC claim a top-up on small cash and contactless gifts of £30 or less without a declaration. It does not replace declarations: a standing-order donor still needs one. Who: as for claims: Treasurer, Chair or Secretary build, and the Treasurer or Chair send. Plus plan, with Claim small donations (GASDS) ticked in Organisation settings.

HMRC's limits

GASDS works by tax year, 6 April to 5 April, whatever your own year end. For each tax year HMRC sets these limits, and Vasker applies them when you build a claim:

Record small cash donations

Keep your own collection record (the event, the date, the cash counted and the notes in it), then record the total in Vasker. Open Gift Aid, Donations, Add.

1. Leave Member empty. Pick the Date of the collection and type the cash total in Amount.

   

2. Choose Small donation (GASDS) in Donation type and describe the collection in Aggregated description, for example Saturday tea tin. Leave the description empty only for a single gift.

   

3. Choose Save. The list shows the description as the donor.

   

If the collection is over £30, take any gift your collectors recorded as over £30, and any £50 notes, out of the amount, then tick Gifts over the limit taken out. HMRC calls this taking reasonable steps, and expects your records to show it: the notes counted (£5, £10, £20) and the gifts taken out. Without the tick, Build claim leaves the collection out.

Add the top-up to a claim

1. On Build claim, pick the period and tick Include GASDS small donations top-up, then choose Build.

   

Vasker takes every Small donation (GASDS) dated in the period that is not on a claim and has Is gift aid eligible ticked, applies the limits above for each tax year in the period, and adds a 25% top-up on what is left to Claimed. If a limit reduced or left out any small donations, Vasker says so when the claim opens.

Read the Small donations section of a claim

A claim with the top-up has a Small donations (GASDS) section under the table of Gift Aid donations:

• One row per tax year: the small donations, the Gift Aid donations counted for the matching rule, the limit, the amount claimed and the top-up. A line under the row says which rule reduced it.
• Small donations left out lists each one Vasker did not claim with the reason: over the size limit, a collection over £30 without Gifts over the limit taken out ticked, Is gift aid eligible unticked, too old, or no Gift Aid in that tax year. Left-out donations stay unclaimed, ready for a later claim once you fix the cause.
• Collection totals lists the collections over the size of one gift that were claimed because Gifts over the limit taken out is ticked, as a reminder to keep the counting record for each.
• Check before you send appears when the claim has connected charities or community buildings. Connected charities share one yearly maximum, and CASCs can't use the community buildings rules.

• Small donations over a limit still go on the claim, so a later claim in the same tax year can use them if your Gift Aid for that year grows.
• Delete the draft claim and the small donations go back to unclaimed too.
• Vasker has no screen for community buildings or connected charities.

Grant and funding match compares your project with open listings in Vasker's catalogue: UK government grants, lottery programmes and local and foundation funds. The catalogue is refreshed each week from Find a Grant, GOV.UK, Lottery Good Causes, the National Lottery Community Fund and foundation websites. Open Funding in the main menu, or Grant and funding match on the dashboard.

On Free, every Funding page shows Grant matching is on Standard and Plus with the paid plans. There is no free trial of this tool.

Run a search

Goal: find grants worth applying for. Before you start: a sentence or two about the project and a rough amount. The page shows how many live listings the catalogue holds; if the last scan is more than ten days old it says so, and you should double-check official pages.

1. Choose Funding in the main menu.

   

2. Check Organisation name, Org type, Charity number, Town and Postcode.

   

3. Fill in Where the work happens, What you want funding for and Who you help.

   

4. Describe the project in Project description, then add the Amount needed, Money needed by and Typical yearly income if you want to. The income band leaves out funders whose limit you are clearly outside.

   

5. Choose Find matches.

   

When it worked: Vasker says how many possible matches it found and opens them. If nothing scored well: the page says no open listings scored well enough this week. Try a broader cause, or wait for the next weekly scan.

Read the matches

1. Past searches are under Recent searches on the Funding page, the latest eight with their dates. Choose one to open it.

   

2. Each card shows the score, the listing and funder, a short summary, the Eligibility and Fit scores, the closing date if one is published, and your answer to Did you apply? once you have given one.

   

How the score works

The overall score is 55% eligibility and 45% fit. Eligibility looks at your organisation type, where you work, the amount, your date against the listing's dates, and whether the listing is open. Fit looks at your cause, your project description and who you help against the listing's themes. Vasker only scores listings that are open and whose closing date has not passed.

Typical yearly income

Some funders only take groups under, or over, a set yearly income. When you choose a band, Vasker leaves out a listing only when your whole band sits outside the funder's published limit. Under £10,000 drops a fund for groups over £100,000; Over £250,000 drops a fund for groups under £100,000.

Everything else stays in. A listing with no published limit stays. So does one where your band only partly fits, such as £50,000 to £250,000 against a limit of £100,000, because you may still qualify. Choose Prefer not to say and no listing is left out. The band never raises or lowers a score.

Vasker reads the limit from the listing's eligibility wording and only uses plain statements such as an annual income under £250,000. When it finds one, the match page shows Yearly income limit for applicants. Check it on the funder's page before you apply.

Open a match

1. On the matches page choose the listing's title.

   

2. The Overall, Eligibility and Fit scores sit at the top.

   

3. Score breakdown shows each part with a short note. Any part under 60 is also listed under Why it is not a perfect match.

   

4. Read How to apply, then choose Official apply page. It opens the funder's site in a new tab.

   

Below that: Ideas that help applications, Documents you will likely need, Useful extra detail and Listing facts (award range, opening and closing dates, area) when the listing publishes them. How to apply, the tips and the documents may be written by a language model; otherwise Vasker shows its standard text.

Say whether you applied

Recording what happened helps your committee see which listings were worth it, and tells Vasker whether the tool is useful. Treasurer, Chair or Secretary can record it; others see a note to ask them.

1. At the foot of the match page, under Did you apply for this fund?, choose Yes, we applied, We plan to apply, or Not for us.

   

2. Set the Outcome (Not set yet, Waiting to hear, Successful, Unsuccessful or Withdrawn) and add Notes if you like. Vasker may later ask to use a note as a case study.

   

3. Choose Save feedback. Vasker says Saved and shows Last saved under the button.

   

If you choose Save feedback without picking an answer, Vasker says Choose whether you applied. Change your answer at any time; the latest one is kept.

Delete a search

1. Open the search, choose Delete search at the foot and confirm. Its matches and any apply notes go with it; the grants stay listed for future searches.

   

A saved search can't be edited, because its matches were scored from what you entered. Run a new search instead.

The report adds up your cash book lines by category for the dates you choose, and shows each fund's and account's balance at the end of the period. Open Reports, then Income & expenditure. Plan: Standard and Plus.

On Free the menu bar shows a small Free plan marker, and opening the report shows Income and expenditure is on Standard and Plus with Subscribe to Standard (£59 a year) and Subscribe to Plus (£119 a year). There is no free trial. The phone app hides Income & expenditure under More on Free. Your cash book lines are not affected: Free keeps the cash book and its CSV export.

Run the report

1. Open Reports in the main menu and choose Income & expenditure.

   

2. Pick the From and To dates. They start on 1 January this year and today. Untick Show prior year comparison if you only want this period.

   

3. Choose Update.

   

4. Read Income and Expenditure by category, with Total income, Total expenditure and Net. Lines with no category show as Uncategorised.

   

5. Read Fund balances (each fund with its type) and Account balances at the end of the period.

   

6. Choose Download annual return figures (PDF) when you need a file for the papers.

   

The prior year column covers the same dates one year earlier. The PDF covers the same dates as the screen, but, as its button says, it holds the annual return figure packs (totals by annual return heading for the three regulators); the category tables are on screen only. The file is called annual-return-figures-organisation-from-to.pdf. If the PDF engine is unavailable Vasker sends the same content as a web page (.html) instead. Email [email protected] if it keeps happening.

Each category in the cash book can carry an annual return heading (see Accounts, funds and categories). This page totals your lines by those headings and lays them out the way each regulator's return asks. Open Reports, then Annual return figures. Everyone in the organisation can open it. Plan: Standard and Plus, for the page and its PDF.

On Free the menu bar shows a small Free plan marker, and the page and the PDF show Annual return figures are on Standard and Plus with the paid plans. There is no free trial.

Read the figures

1. Open Reports and choose Annual return figures.

   

2. Pick Date from and Date to and choose Update. They start on your financial year ending this calendar year, from Financial year ends in Organisation settings.

   

3. Choose England and Wales, Scotland or Northern Ireland. Your regulator, from Charity regulator in Organisation settings, is marked Your regulator and opens first.

   

4. Each pack starts with the regulator, when the return is due and a link to its guidance, then notes and the figures in the order the portal asks for them.

   

5. Choose Download PDF of all three packs for a copy.

   

• A heading the regulator's section does not use is listed under Headings not mapped to this section, so nothing is lost.
• Lines with no category, or a category with no heading, count as Other.
• A zero means the books have not split that heading yet. Fill it from your accounts if it applies.

All three are under Reports. Plan: Standard and Plus, for all three. Who: every role on the books (Treasurer, Chair, Secretary, Viewer and Independent examiner) can download the examiner pack. The handover export holds every member's contact details, so only the Treasurer and Chair can download it; other roles do not see it in the menu. The year-end snapshot is for Treasurer, Chair and Secretary.

On Free each of the three menu items carries a small Standard badge. Opening one shows its upgrade page, such as The examiner pack is on Standard and Plus, The handover export is on Standard and Plus or The year-end snapshot is on Standard and Plus, with Subscribe to Standard and Subscribe to Plus. There is no free trial. If you only need your own copy of the books on Free, the cash book CSV export and the account data download under Profile and security still work.

Independent examiner pack

1. Open Reports and choose Examiner pack.

   

2. Pick Date from and Date to: the year being examined. They start on your financial year ending this calendar year.

   

3. Choose Download zip. Your browser saves examiner-pack-your-organisation.zip.

   

Treasurer handover

Who: the Treasurer and Chair only. Secretary, Viewer and Independent examiner do not see Handover export in the menu, and opening its address shows a page saying only the treasurer or chair can download it.

1. Open Reports and choose Handover export. There is no page: the zip, handover-your-organisation.zip, downloads straight away.

   

• Invite the new treasurer under Team first, then remove leavers once the new treasurer can sign in.
• Bank signatory changes happen with the bank. The bank will not read this zip.
• Tell the next treasurer where the Government Gateway login lives. Vasker never stores that password.

Handover checklist and the guide for the new treasurer

Goal: work through the handover step by step, and send the incoming treasurer the handover video and this guide before they start. Plan: every plan (two of the steps, the year-end snapshot and the handover export, need Standard). Who: everyone on the books can see the checklist; Treasurer, Chair and Secretary can tick steps and send the guide. Only the Treasurer and Chair see the Download the handover export link.

1. Open Reports and choose Handover checklist.
2. Work down the list. Each step links to the page that does it, such as Open Reconcile or Download the handover export. Choose Done when a step is finished; Undo takes the tick off.
3. Under Send the guide to the new treasurer, enter Their name and Their email, then choose Send the guide.

When it worked: Vasker says Handover guide sent to the address, ticks Send the new treasurer the handover guide and shows when it was last sent. The email comes from Vasker in your name and holds links to the Hand over to the next treasurer video, this chapter and the public handover checklist. The audit log records that it was sent, with the address partly hidden.

• Ticks are saved for the organisation, so the chair can see how far the handover has got. Clear all ticks starts again for the next handover.
• The guide does not give anyone access to the books. Invite the new treasurer under Team as well.
• The guide can be sent five times a day per organisation, enough for a resend or a corrected address.
• If Vasker says it cannot send email to the address, that address has bounced or complained before. Ask for another address or contact support.

Year-end snapshot

Goal: record the closing balance of every fund and account on your year end, for the examiner and the next treasurer. Who: Treasurer, Chair or Secretary, on Standard or Plus; a Viewer or Independent examiner sees Read-only role. Before you start: enter and reconcile everything up to the year end.

1. Open Reports and choose Year-end snapshot.

   

2. Check the Year end date. It starts on this year's financial year end from Organisation settings.

   

3. Choose Snapshot balances.

   

When it worked: Vasker says Year-end balances snapshotted for handover and audit, and lists the closing balance of each active fund and account on that date. The same figures are kept in the audit log. You can take another snapshot at any time.

Open Reports, then Audit log, from the main menu, or See the full audit log on the dashboard. Each row is who did what, and to which object. Open an item to see before and after. Export from the list when an examiner or the committee wants a file.

The dashboard also shows the last 5 changes so a chair can see that the books are being used. All roles can read the audit log; IP addresses are visible only to the treasurer and chair.

How long entries are kept: six years, and seven for entries about Gift Aid claims, declarations and donations, because HMRC counts six years from the end of the accounting period. Each night Vasker deletes entries older than that, because they can hold personal details. Export the CSV first if your organisation needs an older record for a particular reason.

Step-by-step installs, with pictures, are in the chapter Install Vasker on your devices. This chapter is a short reference.

App Store and Google Play

The Vasker iPhone, iPad and Android apps are a native treasurer client for the same cash book, members, Gift Aid and reports. Bundle ID is co.uk.vasker.app. Sign in with the same account you use on the website.

Find your way round the app

Goal: know what the app's Home tab tells you and where each job lives. Who: everyone in the organisation. Before you start: sign in to the app (chapter Install Vasker on your devices). The pictures are the Android app; the iPhone app has the same screens, and each tab is shown on an iPhone too.

1. Home opens first. Under your organisation's name, role and plan it shows a balance for each account, then a summary: Unreconciled lines, Members, In arrears, Gift Aid waiting and Grant and funding match. Tap a row to open that tab.

   

2. Add line, under the summary, opens the Add line screen (the same as Add line on the Cash book tab; earlier versions of the app call both Add transaction). Below it, Recent activity lists the latest changes from the audit log.

   

What you see: the five tabs along the bottom are Home, Cash book, Members, Gift Aid and More. If it goes wrong: Could not load your organisation means the app could not reach Vasker; check your connection and open the tab again. Viewers and examiners see the same screens without the Add buttons. On the Free plan the Members tab and the Members and In arrears rows are hidden, because members are on Standard and Plus.

On an iPhone

1. Home on an iPhone shows the same balances and summary, with the five tabs along the bottom.

   

Add a line to the cash book in the app

Goal: record money in or out while you are away from a computer. Who: treasurers, chairs and secretaries. Before you start: the account and fund exist on the website (chapter Accounts, funds and categories).

1. Tap the Cash book tab. Lines are newest first; money in is a plain amount and money out has a minus sign. Above the list the app says how many lines there are and their total; at the end, Show older lines loads the next 200. Search finds a line by its description, payee or reference. Tap Add line; the Add transaction screen opens.

   

2. Choose Money in or Money out. Type the Date (YYYY-MM-DD), which starts at today, the Amount (£) without a minus sign, a Description and, if you like, the Payee.

   

3. Tap the Account and Fund; the first of each is chosen for you. A Category is optional, and the list shows only income or only expense categories to match your choice. Tap Save line.

   

What you see: the Cash book tab again, with the new line. If it goes wrong: Save line stays grey until there is an amount, an account and a fund. Amount must be greater than zero means the amount was 0 or had a minus sign; use Money out instead. Receipts, bank CSV imports and editing a saved line are on the website.

On an iPhone

1. On an iPhone the Cash book tab has the same Search box and Add line button.

   

Open a line and tick it in the app

Goal: check a line and mark it as matching your bank statement. Who: treasurers, chairs and secretaries; viewers and examiners can open lines but not tick them. Before you start: have the statement to hand.

1. On the Cash book tab, tap the line.

   

2. The Transaction screen shows the amount, description, date, account and fund, the category and payee if it has them, and Reconciled or Unreconciled. Tap Tick as reconciled. On a ticked line the button reads Untick.

   

What you see: the screen changes to Reconciled at once. Tick lines in bulk, by account, on the website's Bank reconciliation page (chapter Reconcile and attach receipts).

Add a member in the app

Goal: put a new member on the list at the ground or the door. Who: treasurers, chairs and secretaries, on Standard or Plus. Before you start: the member's name; the address and postcode matter if they will give with Gift Aid.

1. Tap the Members tab, listed by surname. Search finds a member by name, email, phone, address, town or postcode. Tap Add member; the Add member screen opens.

   

2. Type the First name and Last name, and the Email, Phone, House / address and Postcode if you have them. Tap Save member.

   

What you see: the new member's Member screen, joined today. If it goes wrong: Save member stays grey until both names are filled in. Member types, subscriptions and the rest of the address are on the website (chapter The member directory).

On an iPhone

1. On an iPhone the Members tab has the same Search box and Add member button.

   

Record a member's payment in the app

Goal: note money a member has paid you. Who: treasurers, chairs and secretaries, on Standard or Plus. Before you start: the amount and how they paid.

1. On the Members tab, tap the member.

   

2. The Member screen shows their status, email and postcode, their Subscriptions with what is still to pay, and Payments. Tap Record payment.

   

3. On Record payment, Set against subscription shows the member's subscriptions still to pay, with the oldest chosen for you and its balance filled in as the Amount (£). Tap another to pay that one instead, or None for money that is not a subscription. Check the Amount (£) and the Date (YYYY-MM-DD), choose the Method (Bank, Cash, Card or Cheque) and the Cash book account the money went into, then tap Save payment.

   

What you see: the Member screen again. Vasker adds the payment to the member and a money-in line to that account's cash book, in the subscription plan's fund (or the General fund, or your first fund if you have renamed it, when the plan has none or you chose None), and sets it against the subscription you chose, so that subscription shows as part paid or paid.

Record a Gift Aid donation in the app

Goal: note a donation so it can go in a Gift Aid claim, or a small donations (GASDS) collection so it can go in the top-up. Who: treasurers, chairs and secretaries, on Plus. Before you start: for a Gift Aid donation, the donor is on the member list and has a Gift Aid declaration. Small donation (GASDS) only shows when Claim small donations is on in Organisation settings. On Standard or Free the Gift Aid tab says Gift Aid is on Plus and offers the plans instead.

1. Tap the Gift Aid tab. It shows Pending donations (Gift Aid donations not yet in a claim) and the number of Declarations. Tap Record donation.

   

2. On Record donation, choose the Type (Individual is chosen for you; Sponsored event, Aggregated and Small donation (GASDS) are the others). Tap the Member who gave (the first is chosen for you), type the Amount (£) and the Date (YYYY-MM-DD), which starts at today, then tap Save donation. For a Sponsored event, type the Sponsored event name too.

   

3. For a collection, such as the tea tin, choose Small donation (GASDS). The member becomes optional (leave it on None). Type the total as the Amount (£) and describe the collection in Description. If the total is over £30, turn on Gifts over the limit taken out only when your collectors recorded any single gift over £30 and you took those gifts, and any £50 notes, out of the total; until it is on, the app warns that the collection is left out of GASDS. Then tap Save donation.

   

What you see: the Gift Aid tab, with the donation under Recent donations, saved with the type you chose. It does not add a cash book line; record the money on the Cash book tab as well. If it goes wrong: Save donation stays grey until there is an amount, and for an Individual or Sponsored event donation until a member is chosen. An older version of the app has no Type and saves every donation as an individual one: update the app from the App Store or Google Play, or record small donations on the website (chapter Donations).

On an iPhone

1. On an iPhone the Gift Aid tab has the same counts and the same Record donation button.

   

Add a Gift Aid declaration in the app

Goal: record that a member has made a Gift Aid declaration. Who: treasurers, chairs and secretaries, on Plus. Before you start: the member has given you a declaration that they pay enough UK tax (chapter Declarations explains what it must say).

1. On the Gift Aid tab, tap Add declaration.

   

2. On the Gift Aid declaration screen, tap the Member. Their House number or name and Postcode come from the member list; check them against the declaration.

   

3. Below them the app shows HMRC's model Gift Aid declaration. Scroll down. When the member has made that declaration, turn on The donor has made the declaration above, then tap Save declaration. Save stays greyed out until it is on.

   

What you see: the Gift Aid tab, with one more declaration. The app saves an enduring declaration, given and valid from today, in the member's name, and records that the donor made HMRC's model declaration and which version of the wording was shown. If it goes wrong: Name, house and postcode are required for HMRC means a box is empty. For a one-off declaration, an end date or a different date given, use the website.

See Gift Aid claims in the app

Goal: check where your claims are. Who: everyone in the organisation, on Plus.

1. On the Gift Aid tab, scroll to Claims. Each claim shows its status, such as Ready to submit or Accepted, its period and the amount claimed.

   

Claims are built and sent to HMRC on the website (chapter Build and send a claim); the app only lists them.

Switch organisation and find reports and the team

Goal: move between organisations, and open the reports and the team list. Who: everyone.

1. Tap the More tab. Under Organisation each organisation you belong to shows its plan and your role. Tap one marked Switch to change to it; the current one says Current.

   

2. Below are Income & expenditure, Grant and funding match and Team. Further down are Delete your account in the Tweed Tyne Technologies Privacy Centre, the plans, Subscribe and Sign out.

   

On an iPhone

1. On an iPhone the More tab lists your organisations in the same way; tap one marked Switch to change to it.

   

See income and expenditure in the app

Goal: a quick look at the year's money. Who: everyone, on Standard or Plus.

1. On the More tab, tap Income & expenditure. The Reports screen opens with a card for 1 January this year to today: Income, Expenditure, Net, then each category.

   

Below it, Annual return figures has a button for each regulator's pack (Charity Commission, OSCR or CCNI) with the figures to copy across. Vasker does not file the return. Other periods and the annual return PDF are on the website (chapters Income and expenditure, and Annual return figures).

See who can sign in, in the app

Goal: check who has a login to your organisation. Who: everyone.

1. On the More tab, tap Team. People who can sign in lists each login with its role and Active or Invite pending. This is the login team, not the member list.

   

Invite people, change roles and remove access on the website (chapter Team and roles).

Find grants in the app

Goal: look through funding matches for your club on the phone. Who: everyone, on Standard or Plus; treasurers, chairs and secretaries can also run searches and record whether they applied. Before you start: a search has been run, in the app or on the website (chapter Grant and funding match).

1. On the More tab, tap Grant and funding match. Under Recent searches each search shows its date and number of matches. Tap one.

   

2. The matches are listed best score first, each with its funder. Tap one.

   

3. The match opens with its Scores: overall, eligibility and fit, then a score and a note for each part, such as legal status, geography and amount. Below are the summary, how to apply, tips, documents and gaps to check.

   

4. At the foot, Official apply page opens the funder's own page. Under Did you apply? choose Applied and, later, the Outcome, add Notes if you like and tap Save. Save stays grey until Applied is chosen.

   

The screens say it too: this is not funding advice. Match scores are Vasker's own check of public listings against your answers, a language model only drafts the advice, and Vasker is not a funder and cannot apply for you. Always check the funder's official page.

On an iPhone

1. On an iPhone, Grant and funding match opens from the More tab in the same way, with Recent searches above the search form.

   

Run a funding search in the app

Goal: find funders for a new project. Who: treasurers, chairs and secretaries, on Standard or Plus.

1. On Grant and funding match, scroll past Recent searches to the form. The organisation's name, type, charity number, town and postcode are filled in from Vasker where it can; change anything that is wrong. Fill in What you want funding for, Who you help and Project description, then the amount, the date you need it by and your typical yearly income if you like. Tap Find matches; it stays grey until the organisation name, what you want funding for and the project description are filled in.

   

What you see: the matches for your new search. Giving your yearly income leaves out funders whose published income limit you are clearly outside; it does not change the scores.

Install the Progressive Web App

• iPhone or iPad: use the App Store, or open Vasker in Safari, tap Share, then Add to Home Screen.
• Android: use Google Play, or open Vasker in Chrome and accept Install Vasker, or use Install app in the navigation.
• Windows, Mac, Chromebook or Linux: open Vasker in Chrome or Edge and use Install app, or the desktop install prompt. On Mac Safari, use the browser’s add-to-dock option when it appears.

Not now on the install prompt hides it for about 30 days. Install app in the navigation still works. Installed Vasker opens in its own window without the full browser chrome. Shortcuts include Cash book, Members and the Gift Aid calculator.

Offline

Some cached pages may still open. You will see an offline screen explaining that the cash book needs a connection. Reconnect and tap Try again.

A card payment on the website does not cancel an App Store or Google Play subscription. The stores cannot cancel a Stripe subscription for you. If you are not sure which method you are on, email [email protected] with the organisation name.

Website (Stripe)

1. Sign in as Treasurer or Chair.
2. Open Billing at vasker.co.uk/app/billing/.
3. Choose Subscribe to Standard or Subscribe to Plus.
4. Complete Stripe Checkout. The plan updates when Stripe confirms the payment.
5. Open Card details and invoices to update the card or download invoices in Stripe.

Change plan on a website subscription

If you already pay by card, choose Switch to Plus on the Billing page. Nothing changes yet: a page shows what the change will do. Plus starts now, nothing is taken from your card today, the difference for the rest of the year is added to your next invoice, and the page shows the date and amount of that invoice. The button says what you will pay and when, for example Change my plan to Plus and pay £29.50 more on 14 May 2027. Press it to confirm, or Keep Standard to leave things as they are. The amounts are worked out by Stripe for that exact change.

If the page says you already have that plan, nothing is changed. If your subscription is set to end, the page asks you to Keep my subscription first; no second subscription is ever created. A lower plan can start at your next renewal: email [email protected] and we will switch it for you.

Cancel a website subscription

You can cancel at any time from Billing. Under Cancel your subscription there are two choices side by side. Your records stay either way. Once the organisation is on Free, members, payments, the reports and the year-end tools are kept but not reachable until you subscribe again; the cash book, its CSV export, the audit log and the team stay open, and existing funds stay open to view and edit.

1. Cancel now: the plan ends straight away and the organisation moves to Free. We refund the unused part of the current period to the card you paid with.
2. Cancel at the end of the term: you keep the plan until the date shown, it does not renew and there is no refund.
3. The next screen states the refund (or the end date) before you confirm.

How the refund works: a payment taken on the same day you cancel (UK time) is refunded in full. Otherwise each payment for the current period is refunded for the whole days left in the period it covers, rounded down to the penny. If you upgraded during the period and that charge has not been taken yet, it is taken when you cancel and the unused part of it is refunded. If that payment fails, you still cancel and the charge stays owed. Stripe emails a credit note, and the money usually reaches your account in 5 to 10 working days.

Chosen the end of the term and changed your mind? Choose Keep my subscription on Billing before the end date. App Store and Google Play subscriptions are cancelled and refunded through Apple or Google.

If you see “Ask a treasurer or chair to change this organisation’s plan,” ask one of them. If the organisation is on an Admin Gift, card checkout is not used while the gift is on.

Reminders before each payment

From 1 December 2026 we email the billing contact before Stripe takes a payment: at least 14 days before a yearly renewal, at least 3 days before a monthly renewal, and at least 3 days before a free trial turns into a paid plan. The billing contact is the email on the Stripe account, or the treasurers and chairs if Stripe has none.

The email gives the date, the amount Stripe will take (after any discount or credit), what it is for, and the card it will be charged to. If there is no card on file it says so and links to Billing so you can add one.

1. Cancel before this charge: opens a page without signing in. Confirm and the subscription ends on the payment date. You keep the plan until then, the payment is not taken and there is no refund.
2. Switch plan: opens a page showing the other plan and what the payment would be on it. Confirm and the new plan starts on the payment date.
3. Nothing changes until you press the button on that page. Each link works once and stops working on the payment date.

We email a confirmation after either choice. To end now with a refund instead, sign in and use Cancel now on Billing. App Store and Google Play send their own reminders.

iPhone and iPad (App Store)

1. Open the Vasker app from the App Store, not the website in Safari.
2. Sign in as Treasurer or Chair.
3. Open More, then Subscribe to Standard or Subscribe to Plus.
4. Confirm with Apple (Face ID, Touch ID or your Apple ID password).
5. Wait until Vasker shows the plan. If the paywall stays up, tap Restore purchases.

Apple renews yearly until you cancel. Cancel at least 24 hours before the next renewal if you do not want to be charged again. On the device: Settings → your name → Subscriptions → Vasker. Or open apps.apple.com/account/subscriptions on a device signed in with the same Apple ID.

Vasker cannot cancel an App Store subscription from Billing on the website, from Stripe, or by email.

Android (Google Play)

1. Open the Vasker app from Google Play, not Chrome on the website.
2. Sign in as Treasurer or Chair.
3. Open More, then Subscribe to Standard or Subscribe to Plus.
4. Confirm in Google Play.
5. If the plan does not update, tap Restore purchases on the paywall.

Cancel in the Play Store: profile icon → Payments & subscriptions → Subscriptions → Vasker, or play.google.com/store/account/subscriptions with the same Google account. Vasker cannot cancel a Play subscription from the website.

An App Store or Google Play plan lasts while the subscription is paid. Vasker checks with Apple and Google every day, so a renewal shows on the website without opening the app. When the subscription ends, the organisation goes back to Free; your records stay.

If you stop paying

Your data is not deleted the same day. You keep read access for a grace period so you can export a handover pack, income and expenditure figures, and Gift Aid records. After the grace period, inactive accounts may be archived and later deleted. Export before you leave, or email [email protected] if you want deletion sooner.

Who operates Vasker

Tweed Tyne Technologies Ltd, a private limited company registered in Scotland, company number SC874131. ICO registration ZC184042. Details and a Companies House link are on Who we are.

What is held

Depending on what you use: organisation details, cash-book transactions, member names and addresses, Gift Aid declarations, donation records, uploaded receipts, and officer login details. Government Gateway passwords are not stored.

The application encrypts member details, donor details, the authorised official's details and the Gift Aid request and response data sent to HMRC before it stores them. Every request is scoped to your organisation in the application, so one organisation's records are not shown to another.

Service notices

Tweed Tyne Technologies keeps a customer list in its own support system so it can send service and legal notices, such as a change to the Terms or Privacy policy. It holds your organisation name, whether the account is open, the names and email addresses of treasurers and chairs, and whether they asked for product updates. Nothing from your books goes there.

Service notices go to treasurers and chairs whatever they chose. Product news goes only where every treasurer and chair ticked product updates at signup. Organisations that signed up before 29 September 2026 are treated as not opted in.

Where it is hosted

Vasker runs on virtual private servers that our hosting provider, Contabo, provides in Lauterbourg, France. The application and its database are held there. Uploaded files are kept at IDrive e2 in London, United Kingdom, and database backups go to separate backup buckets at IDrive e2, also in London. IDrive provides server-side encryption at rest on those buckets; we do not encrypt backup files ourselves before they are sent. Cloudflare sits in front of the site for security and caching. Connections to the site use HTTPS.

Your rights

You remain responsible for a lawful basis to hold member and donor data. Individuals keep their UK GDPR rights. For requests about Vasker's own processing, email [email protected].

Read Security and compliance, the Privacy policy, Terms of service and the Data processing addendum under Policies on the website.

Download your data

Goal: keep a copy of your own details and the books you can see. Who: anyone signed in, whatever their role.

1. Open Account and choose Profile.

   

2. Under Download your data choose Download my data. Your browser saves vasker-account-username-date.zip.

   

Delete your account

Goal: remove your Vasker login and personal details for good. Who: you, for your own account. Where: in the Tweed Tyne Technologies Privacy Centre (https://privacy-centre.tweedtynetechnologies.co.uk), the one place for every Tweed Tyne Technologies service, where you can also download your data first. Before you start: if you are the only member of an organisation, or its last treasurer or chair, the Centre asks what should happen to it: delete it with your account, or hand it to another member or a new email address. Download the organisation's handover pack first if anyone needs its records.

1. Open Account, Profile and, at the foot, choose Delete your account in the Tweed Tyne Technologies Privacy Centre. In the app, open the More tab and tap the same link.

   

Then, in the Privacy Centre:

1. Type the email address of your Vasker login and ask for a sign-in link. Open the link in the email and press the button on the page it opens. The link works once, for 30 minutes.
2. Download your data from the Centre if you have not kept a copy (or choose Download my data on your Vasker Profile page first).
3. Choose to delete your Vasker account. For each organisation you run alone or as its last treasurer or chair, choose delete it or hand it over to a member listed by name or to a new email address.
4. Tick I have downloaded my data, or I do not need a copy and type the word DELETE. Stopping marketing email is a separate choice on the same page.
5. The Centre shows Vasker's answer (see the table below).

Paid plans: when an organisation is deleted with your account, its paid plan ends first. Card plan: it ends and Vasker refunds the unused part to your card, in full if you paid that day, otherwise for the whole days left; the confirmation email gives the amount. Google Play plan: Vasker cancels it and Google refunds the unused part. App Store plan: Apple does not let Vasker cancel or refund it, so cancel it in your Apple ID settings first, wait for it to end and ask Apple if you want a refund. If a plan cannot be ended, nothing is deleted.

If you are asked to take over: when someone hands an organisation to you, Vasker emails you. A new email address gets the usual invite as treasurer (see Accept a team invite). A member gets a link to Take over the organisation: sign in, then choose Accept and become treasurer or Decline. Declining changes nothing. The request lasts 24 hours.

I did not get a password reset or 2FA email

• Check spam and that Account → Profile has the right address.
• Request the email again. Codes expire after 10 minutes.
• If it still does not arrive, email [email protected] from an address we can match to the organisation.

Apple or Google charged me and Vasker still shows Free

Open More → Subscribe and tap Restore purchases, signed into the same store account and the same Vasker organisation. Then email [email protected] with the organisation name and the store transaction or Play order number.

Build claim lists issues

Work down the list on the screen. The usual fixes are a missing postcode, a cancelled declaration, a donation marked ineligible, or a blank authorised official on the organisation. A Treasurer or Chair fills in the address and authorised official under Account → Organisation settings.

The income and expenditure PDF failed

Try again. Use the on-screen report or the handover and examiner exports. Contact [email protected] if it keeps failing.

Report a bug

Email [email protected] with what you were doing (desktop, mobile or installed app), what you expected, and what happened. A screenshot helps for layout issues.

Short definitions as this book uses them. Regulator and HMRC meanings can be stricter: check current guidance when a claim depends on the word.

Account

Where money sits: bank, cash, PayPal, card. Not the same as a fund.

Annual return figures

Copy-across totals for Charity Commission, OSCR or CCNI portals. Vasker does not file the return.

Arrears

Subscriptions that are overdue.

Authorised official

The person HMRC expects on a Gift Aid claim for the organisation.

CASC

Community amateur sports club.

Cash book

The organisation’s ledger of money in and money out.

Category

An income or expense label. Can carry an annual return heading. Edit, retire or delete it under Cash book → Categories.

CHARID

HMRC Charities reference for the organisation.

Declaration

A donor’s Gift Aid declaration: enduring, single or verbal.

Designated fund

Money the committee has earmarked. Still unrestricted in law.

Examiner pack

A ZIP of transactions, funds, bank balances, arrears and an income and expenditure PDF for the independent examiner.

Fund

Why money is held: unrestricted, restricted, endowment or designated.

GASDS

Gift Aid Small Donations Scheme: a top-up on qualifying small cash gifts without named declarations, subject to HMRC rules and caps.

Gift Aid

Basic-rate tax relief a charity or CASC can claim on eligible gifts from UK taxpayers. Treat 25p in the pound as the current rate and check live HMRC guidance.

Handover export

A ZIP of the cash book, members, Gift Aid declarations and claims, plus a README for the next treasurer.

Independent examiner

The person who checks small-charity accounts. In Vasker this is also a read-only role.

IRmark

A checksum HMRC uses to identify a Gift Aid claim payload.

Members

The club membership directory. Different from Team.

Organisation

Your club or charity on Vasker. All records belong to it.

Plus

The £119 a year plan: everything in Standard, plus Gift Aid and GASDS claims.

Restricted fund

Money that must be used for a stated purpose.

Standard

The £59 a year plan with more than one fund, members, reports, year-end packs and funding match.

Team

People who can sign in to Vasker.

Year-end snapshot

A record of closing fund and account balances. It does not rewrite opening balances.

Product questions and treasurer handovers: [email protected] or [email protected].

Plans and billing: [email protected]. Privacy and data rights: [email protected]. Safety, abuse or a security concern: [email protected].

Phone: 0330 190 0667.

Public site: vasker.co.uk. Support centre: vasker.co.uk/support/.

Watch the video guides

Video guides (under More in the menu) are short narrated videos of the jobs a treasurer does most: recording income and expenses, importing a bank statement, making a Gift Aid claim, the year-end report and handing over to the next treasurer. They use a computer-generated voice, and every video has captions and a written transcript beside it. They are recorded on a demo club with made-up people and figures, never on anyone's real books. The video loads only when you press Play.

New to the role? Treasurer basics and Gift Aid explains the four habits of the job (record every pound, check against the bank, keep Gift Aid declarations and claim regularly, give clear figures at the year end) using Vasker's screens. Volunteer centres, Scout and PTA networks are welcome to share its link with new treasurers.

Send us a message

The Contact us page on the website takes a message without you signing in. Open More in the top menu and choose Contact, or Contact in the footer.

1. Open More and choose Contact.

   

2. Fill in Your name, Email, Club or charity if you like, and How can we help? (at least 10 characters).

   

3. Choose Send message.

   

What happens next: the page says Thanks. We will get back to you at the email you gave. Your message goes to [email protected], and a reply comes to the email you typed. If it could not be sent, the page says so and gives that address to email instead. If it says Verification failed, try again.

Help improve Vasker

Vasker does not place volunteers into clubs: to volunteer at a club, talk to that club. If you would like to try the product and say what is unclear, or review it for accessibility or plain English, use the Volunteer page.

1. Open More and choose Volunteer.

   

2. Fill in Your name, Email and Club or charity if you like, and choose How would you like to help?: Try the product and give feedback, Accessibility or plain-English review, or Something else.

   

3. Write a few sentences in A little more detail (no CV needed) and choose Send volunteer note.

   

The note goes to [email protected] and the page thanks you, as for Contact us.

Other pages worth keeping

• Gift Aid gap calculator: a rough estimate, no account required.
• Treasurer guides: longer articles on sports clubs, PTAs, Scout groups, CASCs, churches, GASDS and year end.
• Video guides: narrated videos with captions and a transcript, recorded on a demo club.
• Who we are: operator identity and our HMRC listing.
• Security and compliance, Terms, Privacy and Data processing addendum.

© Tweed Tyne Technologies Ltd. Vasker is a trading name. Company number SC874131. ICO ZC184042.

Edition date 20 September 2026. Printed copies and ebooks may be shared with your committee and examiner. Do not scrape this book into another product.