Overview
This guide provides a standardized accounting workflow for Cub Scout Pack treasurers using BizBooks Pro. The system is designed for:
- Easy handoffs between treasurers year-to-year
- Clear year-over-year tracking with organized accounts
- Board-ready reporting at any time
- Audit-friendly records with full transaction history
Initial Setup
Bank Account
- Set up your pack's checking account as the primary deposit/payment account
- All transactions flow through this account unless using Undeposited Funds for batched deposits
Fiscal Year
- Scout year typically runs August through July (confirm with your council)
- Set fiscal year end in Settings > Company Preferences
Mobile Access
Connect your phone or tablet to your desktop BizBooks Pro install for access on the go:
- View reports at board meetings without bringing a laptop
- Check balances and payment status from anywhere
- See Settings > Mobile Access to set up your device
Managing Scouts (Customers)
Create each scout as a Customer using this naming convention:
[Year] [Den#] [LastName], [FirstName]
Examples:
2025-2026 Den1 Adams, Billy 2025-2026 Den1 Miller, Sophie 2025-2026 Den2 Brown, Emma 2025-2026 Den2 Johnson, Liam
Why This Convention?
- Year first - Groups all scouts by scout year
- Den second - Within each year, scouts group by den
- Last name third - Within each den, scouts sort alphabetically
Keeping Lists Clean
At the start of each new scout year, set previous year's scouts to Inactive:
- Go to Customers
- Find each prior year scout
- Click Edit and toggle Active to Inactive
Tip: Inactive customers won't clutter dropdowns but historical data is preserved. Use the Active/Inactive filter to view them when needed.
Collecting Pack Dues
Step 1: Create the Dues Product
- Go to Products & Services
- Create new item: "Pack Dues 2025-2026"
- Set income account: "Scout Dues (2025-2026)"
Step 2: Create Invoices with Batch Invoicing
BizBooks Pro's Batch Invoicing feature is perfect for annual pack dues!
- Go to Invoice Center
- Click Batch Invoice button
- Select all scouts using checkboxes (use "Select All" or search/filter first)
- Add the Pack Dues product as a line item
- Set Invoice Date and Due Date
- Review the batch summary
- Click Create Invoices
Tip: Use the search box to filter by den (e.g., type "Den1") then click "Select All" to invoice just one den at a time.
Step 3: Record Payments
- When payment received, go to Receive Payment
- Select the scout (Customer)
- Apply payment to their dues invoice
- Deposit to your bank account (or Undeposited Funds if batching)
Reports for Board Meetings
| Report | Purpose | Recommended Basis |
|---|---|---|
| Balance Sheet | Overall financial position | Accrual |
| Income Statement | Revenue vs. Expenses | Accrual |
| Cash Flow Statement | Actual cash movement | Cash |
Tip: With mobile access set up, you can answer financial questions on the spot at any pack event - no need to wait until you're back at your computer.
Treasurer Transition Checklist
Outgoing Treasurer Provides:
- BizBooks Pro company file export (Settings > Backup/Export)
- Login credentials for BizBooks Pro
- Bank account access/signatory change forms
- This workflow guide
- Final reconciled reports
- Contact list of key vendors
Incoming Treasurer Actions:
- Import BizBooks Pro company file (Settings > Restore/Import)
- Activate software license (contact support@bizbooks.pro)
- Review this guide thoroughly
- Verify bank account access
- Set prior year customers/vendors to Inactive
- Set up new year's accounts
- Create new scout (Customer) records
- Generate first pack dues invoices (use Batch Invoice!)
Best Practice: Schedule a 1-hour handoff meeting between outgoing and incoming treasurer. Walk through active invoices, recent transactions, and upcoming known expenses.