Congratulations — you are the new treasurer. You probably did not train as an accountant, and the last treasurer may have left patchy notes. Here is a sensible order of operations.
Week one: know what you are treasurer of
Read the constitution. Confirm legal structure: unincorporated association, charitable company, community amateur sports club (CASC), or Scout group. Note your financial year end, bank signatories, and who holds insurance. Ask for last year's accounts and the previous treasurer's handover pack. Use the handover checklist even if you are not a PTA.
If prior-year figures look wrong, say so early. Trustees may need to restate opening balances or commission a one-off review. Starting from a shaky base makes every future report doubtful.
Bank account and mandates
Ensure you can view and sign payments according to your rules. Reconcile the current balance to any records you inherited. If numbers do not match, fix that before new transactions pile up. Never run club money through a personal account.
Simple, consistent books
Choose categories and stick to them. At minimum track: donations, membership, fundraising events, grants, trading income, and major cost types. Spreadsheets work at first but break under volunteer turnover. Consider moving to club software early — even a trial in month one, while you still understand the inherited mess.
Gift Aid: do not leave it for year five
If your organisation is HMRC-registered, Gift Aid is often the biggest extra income you can claim without new fundraising. Learn declarations, record-keeping, and claim timing. Start with what to collect and how clubs claim.
Run the Gift Aid gap calculator to show the committee why it matters. For bucket collections, read the Gift Aid Small Donations Scheme (GASDS) — small cash gifts without named declarations — and collecting tins.
Compliance calendar
- Charity Commission annual return (if registered).
- AGM and presentation of accounts.
- Independent examination or audit if required.
- Insurance renewal.
- Gift Aid claim dates.
- ICO registration if you process personal data — see security and compliance.
See the annual return guide and year-end guide.
Cash handling
- Two people count event cash.
- Bank promptly.
- Keep floats documented.
- Do not mix raffle proceeds with donations without clear records.
Committee, insurance, and templates
You are a volunteer, not staff. Clarify spending limits that need chair or committee approval. Put big decisions in minutes. If someone pressures you to pay without approval, politely refuse and refer to the constitution.
Confirm public liability and trustee indemnity insurance where appropriate. Finance roles do not require DBS checks in every charity, but your organisation may have joint policies linking safeguarding and governance. Know where policy documents live.
Create these early: payment request form, expense claim form, event cash count sheet, and bank reconciliation checklist.
Month-by-month rhythm
- Month one: reconcile and learn systems.
- Month two: fix categories and start a declaration audit.
- Month three: present a simple report to the committee.
- By month six: run a trial balance before the busy fundraising season.
- By month twelve: close the year with a written plan for your successor, even if you continue.
Block two hours monthly and treat it as non-negotiable. Rhythm beats heroic all-nighters before the AGM.
First-year mistakes
- Delaying bank reconciliation "until I understand the old spreadsheet".
- Paying invoices without committee approval where rules require it.
- Losing donor declarations.
- Ignoring Gift Aid because it sounds complicated.
- Not documenting decisions.
Your national body, district Scout office, or local CVS may offer treasurer training. Accountants sometimes advise charities at reduced rates. HMRC and Charity Commission websites publish free guidance. This guide is general information, not professional advice.
If a rule feels unclear
Rules and thresholds change. Check current HMRC and Charity Commission guidance for your organisation before you claim or file. This is general information, not tax or legal advice.
If something is unclear, pause that claim line rather than guessing. HMRC penalties for careless claims cost more than waiting for advice. Local charity accountants, CVS treasurer networks, and national membership bodies often answer simple questions cheaply or free.
Involve another volunteer in spot checks. A second pair of eyes on a claim spreadsheet or declaration file catches errors you have stared at too long. Committees should treat that time as governance, not optional extra work.
Next steps
Complete your handover review and set up books. If Gift Aid is relevant, start with the Gift Aid gap calculator. Then browse all treasurer guides.