As a volunteer treasurer, you have many responsibilities. You need to make sure all of your work is done in a timely fashion, but you also have to meet the demands of the manager, the board and the other team members around you.

Here are some top tips for volunteer treasurers to make your job easier to manage.

1. Find software which works for you

As much of your job revolves around your software of choice, it is important you find one that meets your needs. If you are struggling with the software already chosen by the nonprofit before your arrival, then you may wish to discuss alternatives with them. Admin Bandit comes highly recommended by volunteer treasurers nationwide. If you find you are having difficulty convincing your committee about the need to change your current software, here is a list of ideas to get the conversation started.

2. Set firm rules and don’t break them

There are some rules which shouldn’t be broken as a volunteer treasurer. Never pay for anything with cash. Always have two people count any money received. Always give receipts for monies paid. Always reconcile the amount banked with the amount received. While each nonprofit may operate differently, these are things which are pretty standard across the board. They may sound simple on the face of it but they will help keep everyone honest, ensuring there is no room for error or fraud.

3. Create a paper trail for everything

While we are heading into the zone of a paperless office, it is best for the accounts department to always keep up to date paper records for clarification. Never rely on your memory. Everything should be noted and recorded as it occurs. Record all payments with a name, date, invoice number and any other necessary details. Photocopy all cheques received to reconcile against your deposits. Even if you think it may not be relevant in the future, err on the side of caution and keep it anyway.

4. Be open to learning

If you are an experienced volunteer treasurer, you will know that each company will have its own quirks and regulations. Be willing to learn the ropes before you go in all gung-ho wanting to change how things are done. Give it some time, and perhaps their methods will grow on you. By keeping an open mind, you will increase the number of opportunities which come your way. You never know what is around the corner.

5. Protect your information

Never leave confidential or financial information sitting around the office. Don’t keep your passwords written down in your desk drawer. Make sure everything is password protected. Keep your chequebooks in a locked safe or drawer. While everyone may seem friendly and honest in the office, if and when something does go wrong, then all eyes will be pointed in your direction first. The safety and security of the nonprofit’s financial information are in your hands.