Treasury

Treasury keeps your organization's money records: budgets, the lines they are planned in, the expenses you have recorded, a monthly cash plan and how actual spending compares with the plan. It never holds, moves or pays money. There are no bank accounts, card numbers or payment buttons. You pay through your bank or payment processor as usual, then record what you paid here.

Treasury is its own part of the app. You see it under Treasury in the Initiatives sub-navigation when your plan includes it and you are a project lead or a finance steward. Owners see it too, because an owner holds every role. Readers and volunteers do not see Treasury.

Who does what

A project lead's role in one project counts for budgets of initiatives in that project.

Budgets

Choose Treasury → New budget. A budget has a name, one currency, a period and, optionally, the initiative it pays for. A budget for an initiative belongs to that initiative's project. A budget for a restricted initiative is visible only to people who can see the initiative, plus finance stewards and owners.

The budgets list shows, per budget: planned, approved, spent, remaining, and how many items await approval. Choose Show closed budgets to include closed ones.

Budget lines

A line is one planned cost: a category (such as "Printing"), a description, an amount and, optionally, the counterparty you expect to pay. A line moves through these statuses:

1. Planned: written down, not yet asked for.
2. Proposed: sent for approval with Propose for approval. The request freezes exactly what is being approved.
3. Approved: signed off. Its approved amount is now in force.
4. Revised: an approved line that someone edited. The old approved amount stays in force until the revision is approved too.

Every edit asks for a reason and saves a new version of the line. Choose Revisions on a line to see every version, who made it, and why.

Expenses

Choose Record expense on a budget. Give the amount, the date, the payee and what it was for. You can also pick the line it belongs to, attach a receipt, and name the member to reimburse.

• A receipt is uploaded as a private document of your workspace. Only people who can see the expense can open it.
• An expense above the expense approval policy's threshold waits for approval before it counts as approved. See Approvals.
• A wrong expense is voided with a reason, never deleted. Voided expenses stay in the list, struck through, and no longer count. A finance steward can void any expense; the person who recorded one can void it while it is still waiting for approval.
• Reading expenses is logged in the access log, because expenses can name people.
• Project leads see the expenses they recorded; finance stewards and owners see every expense.

Budget vs actual

The budget page shows a chart and a table with, for every line: Planned (its current amount), Approved (its last approved amount), Spent (the expenses recorded against it, excluding voided ones) and Remaining. Expenses not recorded against any line appear on a Not on a line row. The total always equals the sum of the expenses. If it does not, the page shows a warning; tell your administrator.

Cash plan

The cash plan sets how much you expect to spend in each month of the budget. The table compares it with what was actually spent in each month. Edit the months and save. Each save is recorded in the audit log.

What Treasury will not do

• It does not connect to bank accounts or payment processors.
• It does not start, schedule or approve payments. An approval here approves a record; paying is a separate step you take outside the app.
• It does not hold card or account numbers. Do not put them in descriptions or notes.