Marching band accounting is known for being complex and convoluted. The good news, though, is that you don’t have to maintain this status quo. To improve the process, all you need to do is implement some tried-and-true best practices and upgrade your payment processing software.
Specifically, you should consider the following best practices:
Stop Accepting Random Payments
Many older band software tools lack payment limits, rules, and customization options. This encourages parents to make random payments on outstanding balances, which contributes to the band accounting nightmare. For instance, parents could pay random amounts toward the year’s band camp fees or other balances.
Put a stop to this immediately. Inform parents that they only have two options when it comes to covering unpaid balances. They can either make a one-time payment that settles the balance or set up a payment plan. Naturally, you are going to get some pushback, but you can lower the resistance by being flexible with payment plan options.
Go Cashless
Stop chasing checks or keeping up with a safe in the band hall. Go cashless for all band-related purchases, including paying dues, rental fees, and camp costs. If you need parents to cover an expense, obtain the funds via card or ACH payments.
Consider going cashless when taking donations, too. Having students carry large amounts of cash is risky for everyone. Removing cash from the equation eliminates this issue entirely. Switching to electronic payments will also reduce the workload on your treasurer, allowing them to digitize their records.
Automate
Are you tired of parents forgetting to make payments or cover dues on time? Give parents the option to set up automated recurring payments to cover band fees, trips, or other anticipated expenses.
Automating payment processing makes life a whole lot easier for everyone. It also enables you to avoid most of those awkward conversations with parents about unpaid band dues. Let’s be honest; no one likes having these unpleasant chats.
Revamping your band accounting processes will go a long way toward making your program more efficient. However, you must overhaul your software, too. Adopting modern band accounting software that includes integrated e-commerce capabilities will eliminate the need for manual data entry and keep everyone on the same page.
Every time a parent makes a payment or donation, the transaction will automatically be documented in your integrated platform. This means that all relevant parties, including the band director and booster club, will be able to see accurate, up-to-date transaction data from one secure platform.
Simplify Band Accounting With BoosterHub for Bands
When BoosterHub hit the market a few years ago, it changed the game for athletic booster clubs. Now, we are bringing that same level of innovation and problem-solving prowess to the world of marching band accounting.
BoosterHub for Bands includes all of the integrated booster club management tools that our platform is famous for. It also boasts accounting, automation, and inventory tracking tools designed just for bands. Book a demo to learn more.
