Budgets and reimbursements
Track the club's money, and walk through submitting a reimbursement for a club event — screen by screen, with what happens after you hit submit.
Give the club a budget
The Budgets page holds a simple envelope: a period (a fiscal year, usually), an amount, and notes about where the money comes from. Spend lands against it automatically as reimbursements are approved, so the page always answers what's left without anyone keeping a spreadsheet. Manual adjustments cover the rest — an invoice the association paid directly, or a credit back.
Budgets refuse overlapping periods on purpose — one envelope per stretch of time keeps the math honest.
Slice it across events
Allocate parts of the budget to specific events, either from the budget page or from the Budget tile on any event's manage hub. Each slice shows allocated, spent, and remaining. Spend charged to an event with no slice still counts against the budget — it just shows up separately, so real spending is never hidden by missing bookkeeping.
An affiliated club's event can also be funded straight from the neighborhood's budget — the allocation picker lists club events, labeled with the club's name.
Start from the event you spent money on
Every club event's manage hub carries a Reimbursement tile: "Spent money on this event? Get paid back." Clicking Submit opens the community's reimbursement form with that event already selected, which saves the submitter from hunting for it. The club's Budgets page has the same Submit a reimbursement button, and the community's short link works from a flyer or a text message.
The form needs no account. Members, spouses, and helpers who never signed in can all submit — they just confirm by email.
Pick what the expense was for
The form opens by asking what the money was for. Arriving from an event hub, the event is already chosen; otherwise search for it — club events show their club's name — and add every event the receipts cover. An event that isn't in the system yet — a deposit for next month's party, say — or a general expense gets described instead. The date comes from listed events, so there's usually nothing else to fill in.
A described event asks for its date, even if it's still ahead; a general expense, the date of the last purchase.
Photograph each receipt — and split shared ones
Take a photo of each receipt (or choose a photo or PDF), say what it was and the amount, and — on a request covering several events — which event it was for. If one receipt covers several, like a single shopping run for three gatherings, choose Split between events and give each event its share, so every budget carries the right amount. Receipts save one at a time, so a submitter can add them over days and submit when they're done.
Phone photos are fine; take them flat and readable. HEIC photos from an iPhone are handled automatically.
Say where the check goes, then submit
The last step is the check itself: who to make it payable to and the mailing address it should go to. Signed-in members get their name and saved address prefilled. Tick the certification box confirming the details are accurate and the receipts are yours, then submit — or Save for later.
If you weren't signed in, we email you a confirmation link first — nothing reaches the treasurer until you click it, so a mistyped address can never file a request in your name.
What happens next
The neighborhood's treasurer gets your request by email and opens it on a review page with every receipt, where they approve or decline it. You'll get an email either way, including any note they left. If it only needs fixing — an unreadable receipt, a wrong amount — they can send it back instead: the email says what to change and its link opens your request, where you replace the photo or correct the detail and submit again. Approved requests are bundled into a PDF packet — your form followed by your receipts — and forwarded to the association or management company that writes the checks, which are mailed to the address you gave. Meanwhile the amount lands on the club's budget automatically, so organizers can see what's left without asking anyone.
Nobody can approve their own request: the treasurer's email links refuse anyone on the requesting side, so self-approval always goes through the console where it's recorded by name.
Still stuck, or have a different question?
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