Treasurer Transition Kit

The Treasurer Transition Kit is a comprehensive handoff dashboard designed to make leadership transitions smooth and stress-free. Whether you are an outgoing treasurer preparing to hand off responsibilities or an incoming treasurer getting up to speed, the Transition Kit puts everything you need in one place.

Why It Matters

PTA and PTO treasurers are volunteers. Most serve for one or two years before passing the role to someone new. Without a clear handoff, critical financial details can fall through the cracks – bank access gets lost, pending items go unresolved, and the incoming treasurer starts from scratch.

The Transition Kit prevents this. It gives both parties a shared, real-time view of your organization’s financial state so nothing is missed during the handoff.

How to Access the Transition Kit

1. Log in to BeeKeeper.
2. Navigate to the Reports section from the sidebar.
3. Scroll to the Tools section at the bottom.
4. Click Treasurer Transition Kit.

Any user with access to your organization can view the Transition Kit. You do not need to be an admin.

What Is Included

Financial Position

All active accounts grouped by type:

• Assets – Checking accounts, savings accounts, petty cash, and other items your organization owns.
• Liabilities – Outstanding obligations such as sales tax payable or amounts owed to vendors.
• Equity – Your organization’s net assets and retained funds.

Each account shows its current balance. This gives the incoming treasurer an instant snapshot of where the money is.

Bank Accounts

All connected financial institutions appear here with their connection status. You can see which bank accounts are actively linked and which may need to be reconnected. If no bank accounts are connected, you will see a prompt to connect one.

Budget Status

Every approved budget is listed by fiscal year. Each budget includes its line items and associated accounts. This helps the incoming treasurer understand what was planned and approved by the board.

Pending Items

Two categories of unfinished work are highlighted:

• Expense reports in review – Submitted expense reports that have not yet been approved or rejected.
• Unreconciled transactions – Bank transactions that have not been matched to journal entries.

These are the items that need immediate attention during a transition.

User Access

A complete list of team members, split into two groups:

• Active users – People who have accepted their invitation and can log in.
• Pending invitations – People who have been invited but have not yet accepted.

Review this list during the handoff to ensure the incoming treasurer has access and that former officers are removed when appropriate.

Recent Activity

The last 10 journal entries from the past 30 days, along with a total count of all transactions in that window. This gives a quick sense of how active the account has been and what kind of transactions are typical.

How to Use the Transition Kit During a Handoff

Step 1: Review Together

Schedule a meeting (in person or virtual) with the incoming treasurer. Open the Transition Kit and walk through each section together. Explain any context that the numbers alone do not convey.

Step 2: Address Pending Items

Before the handoff is complete, resolve or document every pending item. Approve or reject open expense reports. Reconcile outstanding bank transactions, or note why they are pending.

Step 3: Verify User Access

Make sure the incoming treasurer has full access. Send invitations to any new board members. Discuss when to remove access for outgoing officers.

Step 4: Review Bank Connections

Confirm that all bank connections are active. If a connection has been disconnected, reconnect it before the transition. The incoming treasurer should understand which bank accounts are linked and how transaction imports work.

Step 5: Walk Through the Budget

Review the current approved budget line by line. Point out any categories that are tracking over or under budget. Mention any upcoming expenses the incoming treasurer should expect.

Tips for Outgoing Treasurers

• Do not wait until the last minute. Open the Transition Kit a month before your term ends and start cleaning up pending items.
• Reconcile everything. The fewer loose ends you leave, the easier the handoff.
• Document anything unusual. If there are vendor relationships, recurring payments, or account quirks that are not obvious from the data, write them down.
• Keep access temporarily. Consider staying available for a month after the handoff in case questions come up.

Tips for Incoming Treasurers

• Ask questions during the walkthrough. If a balance or transaction does not make sense, ask about it now rather than later.
• Verify your own access. Log in to BeeKeeper independently before the outgoing treasurer steps away.
• Check the bank connections. Make sure you understand how transactions flow from the bank into BeeKeeper.
• Review the budget early. Understanding the approved budget is the fastest way to get comfortable with the finances.

Common Questions

Can I print the Transition Kit? You can use your browser’s print function to create a paper or PDF copy of the page.

Who can see the Transition Kit? Any user with access to your organization can view it. It is not restricted to admins.

Does the Transition Kit update in real time? Yes. Every time you open it, the data reflects the current state of your accounts, budgets, users, and pending items.

What if our bank connection is disconnected? The Transition Kit will show the disconnected status. Navigate to the bank connections area to reconnect before completing the handoff.

Should I use this even if I am not transitioning? Absolutely. The Transition Kit is a useful overview of your organization’s financial health at any time. Some treasurers check it monthly as a quick status report.