Expense Tracking and the Year-End Summary

Expense tracking is part of the Plus plan, along with the other treasurer reports. Without Plus, the Settings card shows an Upgrade to Plus button instead.

Expense tracking is off until someone turns it on. The owner, or an admin who can manage payments, goes to Settings, opens the Programs tab, checks Track co-op expenses under Expense tracking, and clicks Save.

That adds an Expenses tool to the admin home. Families and teachers never see it. If you turn it off later, the tool goes away and the expenses you entered are kept, so turning it back on brings them back. The same is true if your co-op leaves Plus: the expenses stay, and they come back when you return.

Click Edit on any expense to change it or replace its receipt. Click Delete to remove it. After a delete, a message appears with an Undo button in case you clicked the wrong one.

Choose the dates and, if you like, a category, then click Download CSV. You get one row per expense, with plain numbers in the amount column so a spreadsheet can add them up.

Click Year-end summary on the Expenses page. Pick a calendar year or one of your terms with one click, or enter your own dates and click Show. Both dates are included.

The summary shows Money in by source, Money out by category, and the Difference between them. Click Print or save as PDF for a clean copy to hand to your board.

Money in is what families paid, online or recorded by an admin, after any refunds. Nothing is worked out again from today's prices. It's split into class fees, join fees, dues, event fees, other fees and adjustments, and payments toward family balances.

• Bank payments still processing are left out until they clear.
• Scholarships recorded as payments aren't money the co-op received. They're shown on their own line and kept out of the total.
• Join fees paid online are matched to the family's paid join fee for the same term and amount.
• Payments toward family balances are payments not tied to one fee, so they can cover class fees, join fees or anything else the family owed.
• Stripe's processing fees aren't subtracted. To include them, add them as an expense from your Stripe statement.

Money out is the expenses you entered, grouped by category, plus the teacher payouts recorded on the Teacher Payouts page. Deleted expenses aren't counted.

Does this change anything for families?
No. Families and teachers never see expenses or the summary, and nothing about billing changes.

Can I use it for a school year instead of a calendar year?
Yes. Click a term, or enter the first and last day of your school year as your own dates.

Is this accounting software?
No. It keeps a record of spending and receipts and adds up what HomeschoolGo knows about. If your co-op files taxes, give the summary and the CSV to whoever prepares them.