Running a grassroots football club without a budget is like playing a match without knowing the score. A budget helps you plan ahead, avoid nasty surprises, and make sure your club stays financially healthy throughout the season.
Here’s a straightforward process that any committee member can follow – no finance degree required.
Plan ahead.
It’s better to have a pleasant surprise than an unpleasant one!
Step 1: List All Your Income Sources
Start by writing down every way your club brings in money. Common income sources include:
- Player registration fees
- Match day fees (subs)
- Sponsorship deals
- Fundraising events (quiz nights, tournaments)
- Bar or canteen sales
- Grants from local councils or football associations
- Kit sales
Be realistic with your estimates.
Look at last season’s figures if you have them, and remember that not every player pays on time.
Step 2: List All Your Expenses
Next, list everything your club spends money on. Don’t forget anything – even small costs add up over a season:
- Pitch hire or maintenance
- League registration and match fees
- Referee costs
- Kit and equipment (balls, cones, first aid supplies)
- Insurance
- Training facilities
- Transport for away matches
- End of season presentation costs
- Website and administration costs
Step 3: Create Monthly Breakdowns
Football clubs don’t receive or spend money evenly throughout the year. Break down when money comes in and goes out:
- Registration fees might all arrive in August/September
- Pitch hire might be monthly
- Insurance could be one annual payment
- Sponsorship might come in quarterly
This monthly view helps you spot when you might run short of cash, even if your annual budget balances.
Step 4: Build in a Safety Margin
Things go wrong. Players drop out, sponsors pull out, or unexpected costs appear. Add a 10-15% buffer to your expense estimates or reduce your income estimates by the same amount.
It’s better to have a pleasant surprise than an unpleasant one.
Step 5: Get Committee Agreement
Share your draft budget with the whole committee. Make sure everyone understands and agrees with the numbers. This isn’t just about getting approval – it’s about making sure everyone knows the financial position and can help keep the club on track.
Step 6: Review and Adjust Regularly
A budget isn’t something you create once and forget about. Check actual income and expenses against your budget every month. If things aren’t going to plan, you can make changes before small problems become big ones.
Step 7: Import Your Budget into Your Accounting Software
Once your budget is agreed, import it into your accounting software (like Xero). This allows you to:
- Track actual income and expenses against your budget automatically
- Generate reports showing how you’re performing versus plan
- Spot problems early with variance reports
- Share clear financial updates with your committee
Most accounting software makes this easy – you can usually import a simple spreadsheet with your budget figures.
Your treasurer can then run monthly reports comparing actual figures to budget, making it simple to keep everyone informed about the club’s financial health throughout the season.
