The Ultimate Pre-Season Financial Checklist for Amateur Team Treasurers
Don’t get caught short halfway through the season. Use this 5-point financial checklist to build a bulletproof budget for your club.
The weeks before the season starts are pure chaos. You are chasing player registrations, ordering kits, securing field permits, and trying to figure out if your center forward is actually going to show up this year.
In the middle of that whirlwind, it is easy to miss a financial detail. And in amateur sports, a missed detail usually means money coming out of your pocket to cover the difference.
We have helped hundreds of club directors organize their finances. Here is the ultimate pre-season checklist to ensure you end the season in the black.
1. The "Fixed Cost" Audit
These are the numbers that won't change, no matter how many players you sign.
- League Registration Fee: The big one.
- Player Cards/Insurance: Usually a per-player cost, but often paid in a lump sum.
- Field Permits (Game Day): Lock these in early.
- Field Permits (Training): Do not forget lights! Winter/Spring training with lights is often double the cost of daylight hours.
2. The "Hidden" Variables
This is where most budgets break. You calculate the big stuff but forget the friction costs.
- Referee Fees: Do you pay cash on the field? Or via an app? Calculate for the entire season (including potential playoffs).
- Processing Fees: If you use PayPal or Venmo for Business, you are losing ~3% on every transaction. If your budget is $10,000, that is $300 vanishing into thin air. Build this into your dues!
- The "Flake Factor": Assume 1-2 players will drop out or refuse to pay. If your budget relies on 100% collection to break even, you are already in debt.
3. The Sponsorship Strategy
Do you have a local bar or business sponsoring the kits?
- In-Hand Date: When is the check arriving? Do not budget the money until it is in the bank.
- Allocation: Are you using this to lower dues for everyone (The ClubSplit method) or to buy extra gear? Be clear with the team.
4. The Payment Schedule
How are you collecting money?
- Upfront vs. Installments: Asking for $400 upfront is hard for many players. Offering a monthly breakdown (e.g., $100/month for 4 months) usually increases payment compliance.
- The "No Pay, No Play" Date: Set a hard deadline. If they haven't paid by Game 1, their card is held. Enforcing this early prevents chasing debt in Week 8.
5. The Digital Tool
Are you still tracking this on the back of an envelope?
- Centralize Your Data: Get your roster and your budget in one place.
- Automate Reminders: Set up your system to nag players so you don't have to.
Build Your Budget in 60 Seconds
You don't need a degree in accounting to build a pro-level budget.
ClubSplit’s Automated Budget Calculator takes your league fees, rentals, and roster size, and instantly tells you exactly what to charge each player—including processing fees and buffers.