Budget Management

Why Budgets Matter

A budget is your organization’s financial roadmap. It:

• Sets Expectations: Shows planned income and expenses for the year
• Enables Oversight: Board members can monitor spending against plan
• Supports Decisions: Helps determine if you can afford new programs
• Demonstrates Accountability: Shows members where dues and donations go
• Satisfies Requirements: Many PTAs require an approved budget

Budget Lifecycle

BeeKeeper budgets move through three states:

1. Working (Draft)

• Fully editable
• Use for planning and adjustments
• Not visible as “official”

2. Proposed

• Locked from editing
• Presented for board/membership approval
• Can be unlocked if changes needed

3. Approved

• Officially adopted budget
• Locked with snapshot preserved
• Used for comparison to actual spending
• Can only be changed through amendments

Creating a Budget

Step 1: Start a New Budget

1. Go to Budgets
2. Click New Budget
3. Select the fiscal year
4. The budget opens in Working status

Step 2: Add Income Line Items

For each expected income source:

1. In the Income section, click Add Line
2. Select the income account (e.g., “Membership Dues”)
3. Enter the budgeted amount
4. Add notes if helpful

Example Income Items:

• Membership Dues: $5,000
• Fall Fundraiser: $15,000
• Spring Auction: $20,000
• Donations: $2,000

Step 3: Add Expense Line Items

For each planned expense:

1. In the Expenses section, click Add Line
2. Select the expense account
3. Enter the budgeted amount
4. Add notes explaining the plan

Example Expense Items:

• Teacher Grants: $10,000
• Student Programs: $8,000
• Family Events: $5,000
• Administrative: $2,000

Step 4: Review Totals

BeeKeeper calculates automatically:

• Total Income: Sum of all income lines
• Total Expenses: Sum of all expense lines
• Net Budget: Income minus expenses

Aim for a balanced or slightly positive net budget.

Step 5: Save

Click Save to preserve your work. You can return and edit anytime while in Working status.

Proposing a Budget

When your budget is ready for review:

1. Open the budget
2. Click Propose
3. Confirm the action

The budget is now:

• Locked from editing
• Marked as “Proposed”
• Ready for board/membership vote

Need Changes After Proposing?

If the board requests changes:

1. Open the proposed budget
2. Click Unlock
3. Make requested changes
4. Propose again

Approving a Budget

After your board/membership votes to approve:

1. Open the proposed budget
2. Click Approve
3. Confirm the action

The budget is now:

• Marked as “Approved”
• A snapshot is saved for historical reference
• Locked (changes require amendments)
• Used for budget vs. actual comparisons

Working with an Approved Budget

Viewing

Open the approved budget to see:

• All line items and amounts
• Total income, expenses, and net
• Approval date and approver

Budget vs. Actual

Reports can compare approved budget to actual spending:

1. Run a Profit & Loss report
2. The report shows:
   • Budgeted amounts
   • Actual amounts
   • Variance (over/under budget)

Making Changes

Approved budgets cannot be edited directly. To change:

1. Create a Budget Amendment (see Budget Amendments)
2. Follow the amendment approval process
3. Once approved, the amendment updates the budget

Reverting to Draft

In rare cases, you may need to un-approve a budget:

1. Open the approved budget
2. Click Revert to Draft
3. The budget returns to Working status

Warning: This loses the approval snapshot. Only do this if the budget was approved in error.

Multiple Budgets

You can have multiple budgets for planning purposes:

• Draft budgets for different scenarios
• Historical approved budgets for past years
• Only one budget per fiscal year should be marked Approved

Budget Best Practices

Start with Last Year

1. Review last year’s actual income and expenses
2. Use those numbers as a starting point
3. Adjust for planned changes

Build in Contingency

• Don’t budget 100% of expected income
• Include a small reserve line (5-10%)
• Unexpected expenses happen

Be Specific

Instead of “Miscellaneous: $5,000”:

• Teacher Appreciation: $1,000
• Volunteer Recognition: $500
• Office Supplies: $800
• Contingency: $2,700

Get Input

• Survey chairs about their program needs
• Review multi-year trends
• Consider membership feedback

Document Assumptions

Use notes on line items:

• “Based on 200 members at $25”
• “Vendor quoted $3,500 for DJ”
• “Same as last year - principal request”

Presenting Budgets

Present Mode

BeeKeeper offers a presentation view:

1. Open the budget
2. Click Present
3. Clean view suitable for meetings
4. Works well on projected screens

Export Options

Share budgets outside BeeKeeper:

1. Open the budget
2. Click Export
3. Choose format: PDF, XLSX, or CSV
4. Use for board packets, newsletters, or archives

Tips for Treasurers

• Start early: Begin drafting 2-3 months before fiscal year starts
• Communicate: Keep board informed of budget development
• Be realistic: Underestimate income, overestimate expenses
• Track history: Save approved budgets for year-over-year comparison
• Reconcile monthly: Compare actual to budget throughout the year

Limitations

• One approved budget per fiscal year
• Cannot delete budgets with amendments
• Line items must map to existing accounts
• Cannot import budget from external files (must enter manually)

Common Questions

Can I copy last year’s budget? Not automatically, but you can reference it while building this year’s budget.

What if we overspend a line item? The budget is a plan, not a restriction. Track variances and explain to your board. Consider an amendment if significantly different.

Do I need to budget every account? No. Only include accounts where you expect activity. Zero-budget items don’t need lines.

Can I have multiple budgets for one year? You can have multiple drafts, but only one should be Approved. Use different drafts for scenario planning.

What’s the difference between Proposed and Approved? Proposed is presented for vote. Approved means the vote passed and it’s now official.