Why BeeKeeper?

Managing finances for a school organization shouldn’t require an accounting degree. BeeKeeper provides:

• Simplified Double-Entry Accounting: Track every dollar accurately without complex accounting knowledge
• Budget Oversight: Create, propose, and approve budgets with full board visibility
• Bank Integration: Connect your accounts for automatic transaction syncing
• Compliance Ready: Generate reports for audits and Form 990-EZ tax filings
• Team Collaboration: Give board members appropriate access to financial data

Creating Your Account

Step 1: Sign Up

1. Visit the BeeKeeper signup page
2. Enter your name and email address
3. Create a secure password
4. Click Create Account

Step 2: Organization Setup

After creating your account, you’ll configure your organization:

1. Organization Name: Your group’s common name (e.g., “Lincoln Elementary PTA”)
2. Legal Name: The official registered name for tax purposes
3. Organization Type: Select PTA, PTO, Booster Club, ASB, or Other
4. EIN: Your Employer Identification Number (9 digits)
5. Address: Your organization’s mailing address
6. Phone: Contact phone number

Step 3: Fiscal Year Configuration

Set up your accounting period:

1. Fiscal Year Start Month: Most PTAs use July (aligns with school year)
2. Accounting Method: Choose Cash or Accrual
   • Cash: Record transactions when money changes hands (recommended for most PTAs)
   • Accrual: Record transactions when obligations are made

Your 30-Day Trial

New organizations receive a 30-day free trial with full access to all features. During this time:

• Set up your chart of accounts
• Connect your bank accounts
• Import historical transactions
• Create your first budget
• Invite your board members

After the trial, you’ll need an active subscription to continue using BeeKeeper.

First Steps After Setup

1. Review Your Chart of Accounts

BeeKeeper creates default accounts for common PTA needs. Review these and customize as needed:

• Add accounts for specific programs or events
• Rename accounts to match your organization’s terminology
• Archive any accounts you won’t use

Go to Bookkeeping > Chart of Accounts to get started.

2. Connect Your Bank

Link your checking and savings accounts for automatic transaction importing:

1. Go to Settings > Linked Accounts
2. Click Connect Account
3. Search for your bank
4. Log in with your banking credentials
5. Select which accounts to connect

3. Invite Your Team

Add board members with appropriate access:

1. Go to Settings > Team
2. Click Invite User
3. Enter their email address
4. Select their permission level:
   • Admin: Full access, can manage users
   • Editor: Can create and modify transactions
   • Viewer: Read-only access to reports

4. Create Your Budget

If you have an approved budget, enter it into BeeKeeper:

1. Go to Budgets
2. Click New Budget
3. Select the fiscal year
4. Add line items for each income and expense category
5. Submit for approval when ready

Tips for Success

• Start with current year: Don’t try to enter years of historical data at once
• Reconcile monthly: Compare BeeKeeper balances to bank statements each month
• Use consistent naming: Establish naming conventions for payees and descriptions
• Train your team: Ensure all users understand their role and responsibilities
• Back up exports: Periodically export your data for safekeeping

Limitations

• BeeKeeper is designed for nonprofit organizations; it may not suit for-profit businesses
• Historical data import is limited to CSV format
• Bank connections require Stripe Financial Connections support (most major banks)
• Maximum of 50 users per organization

Common Questions

Can I import data from QuickBooks or other software? Yes, export your data to CSV format and use BeeKeeper’s import feature.

What if our fiscal year doesn’t start in July? You can configure any month as your fiscal year start during setup.

Can multiple people work in BeeKeeper at the same time? Yes, BeeKeeper supports multiple concurrent users with real-time updates.

Is our financial data secure? Yes, BeeKeeper uses bank-level encryption and secure cloud hosting on Google Cloud Platform.