A spreadsheet
can be changed after the fact by anyone who opens it, without telling you that it was changed.
Activity fund accounting
Know the balance.
Know the balance.
Prove the history.
Club dues, concession cash, band fees and fundraiser takings—kept in books built for money held on behalf of students, not just another generic ledger.
No card to start · Every request reviewed personally · We help with setup
Tamper-evident ledger
Two-person cash counts
GASB 84 classification
Live ledger · Band
Seals verify
Try it: change an amount. Every seal after it stops matching because each one depends on the entry before.
Sealed entriesLater changes are detectable
Dual cash countsTwo names on the count
Hard-stop reconciliationNo sign-off with a difference
Exportable audit trailKeep the record if you leave
Why this exists
Activity funds are easy to record. They are harder to defend.
The risk is not only a wrong balance. It is a record that can be changed later, cash counted by one person, or a classification decision nobody can reconstruct when the auditor asks.
One counter
counting and recording the same cash box leaves a control gap that is avoidable.
GASB 84
requires a classification judgment. FiscalTrack records the answer and the reason while the work is being done.
What it does
Ordinary bookkeeping, with the important controls built in.
The workflow stays familiar. The difference is that the evidence is created with the work instead of reconstructed after it.
A ledger that cannot be quietly rewritten
Every entry is sealed using its contents and the entry before it. Change an old record and the sequence stops matching.
Mistakes are voided with a reason, not erased.
Cash counts with two names on them
Two people open the cash box, agree on what is there and both sign the count.
Differences are recorded and explained rather than absorbed.
Reconciliation that refuses to lie
Statement balance, deposits in transit and outstanding checks are laid out the way they are on paper.
It cannot be signed off while a difference remains.
GASB 84 answered as you go
Each fund is classified fiduciary or governmental with a stated reason and your state code.
The report flags anything nobody has classified.
Approvals bound to what was approved
A request is sealed at approval. Change it afterwards and that seal no longer matches.
The approved request and the thing that gets paid stay tied together.
An online store that posts to the right fund
Families can pay dues and fees without an account. Storefront pages map to funds, so payments land where they belong.
Cash and checks at the office still work.
Who it fits
One club or forty campuses.
The books underneath stay the same. What changes is who needs to see them and how much oversight sits above them.
Booster clubs & PTAs
A treasurer, a bank account and a board that wants a straight answer at the monthly meeting.
- Funds by team or committee
- Counts, receipts and reconciliation
- Reports a board can read
Individual schools
A bookkeeper carrying many clubs, each with a sponsor and its own activity.
- Sponsors record their own takings
- Requests approved before money moves
- Student fees and rosters
Districts
A finance team responsible for activity funds across campuses and an auditor who will ask about all of it.
- Campus-level books with district oversight
- Consolidated totals and classification
- Delegated access, fully recorded
Security without theater
Your records stay yours.
FiscalTrack says exactly what staff can see, what a district can see and what happens when an account closes.
Built around constrained access
- FiscalTrack staff cannot browse your transactions, receipts or counts.
- Student names stay out of the audit log.
- District access to custodial funds is granted deliberately and recorded.
- Everything can be exported as CSV.
Simple starting points
Start small. Move up when the organization gets bigger.
No per-transaction charge on your own bookkeeping. Payment processing is separate and only applies when you use the online store.
$0
One fund and one person. A real tier, not a countdown.
Start free$29 / month
For a booster club, PTA or committee with up to 10 funds and 10 people.
Start free$79 / month
For a school with unlimited funds and people, student fees and audit reporting.
Compare plansMost systems can tell you what the balance is. The more useful question is whether the record has been altered since it was written.
Why FiscalTrack was built this way