College & Alumni Group Accounting Software

Alumni association accounting software is software designed for volunteer board treasurers to track membership dues, manage event and scholarship expenses, reconcile bank accounts, and produce the reports the board, members, and IRS expect to see. Unlike general business accounting tools, it's purpose-built for a volunteer treasurer running a college or alumni group on an annual board calendar — with categories, workflows, and reports that match how alumni groups actually handle money.

No. MoneyMinder was built specifically for volunteer treasurers with no accounting background. Cash-based accounting keeps things simple — you record money when it's received or spent, not when it's promised. And when you need help, MoneyMinder offers extensive help documentation, how-to videos, and a QuickStart Guide to get you up to speed fast.

Most often it's the chapter treasurer or VP of finance. The president, chapter advisor, and house corp board often get view-only access for reports. Role-based permissions let you control who can see what, edit what, and who only sees reports — which keeps responsibility clear and the books tidy.

MoneyMinder works with however your chapter collects money. The built-in MoneyMinder Store is powered by Cheddar Up, giving MoneyMinder users a free Cheddar Up Team Edition and access to lower processing fees — a great option for dues, event registrations, and online sales.

Stripe, PayPal and Square and Venmo transactions can be imported directly into your books. Platforms like Givebutter, Givebacks, and Zeffy can be imported manually with ease. And if your group still accepts checks, MoneyMinder handles those too. Whatever combination works best for your members, your books stay clean and accurate with MoneyMinder.

Every chapter rotates treasurers — often every year, sometimes every semester. With MoneyMinder, the outgoing treasurer adds the new one as a user, the new treasurer logs in, and the entire transaction history, budgets, vendors, and reports are immediately available. No more lost spreadsheets, forgotten passwords, or "I think the file's on her laptop."

QuickBooks was built for businesses with payroll, inventory, and accrual accounting — most of which doesn't apply to a volunteer-run alumni group. MoneyMinder is cash-based by default, uses plain English instead of debits and credits, and is built around dues, event budgets, scholarship funds, vendor payments, and the annual board calendar. It's also one flat fee — $299/year, so it's easy to plan for, with no per-user or per-member charges.

Yes. Donor-restricted funds like a scholarship endowment, a memorial gift, or a building campaign — and reserved funds the board has set aside for a future project — sit right inside the budget as their own heading and categories. Every contribution and every disbursement gets tagged to the right fund, and the Treasurer's Report shows a running balance for each one. No spreadsheet shadow ledger, no separate bank accounts to reconcile, no risk of accidentally spending a restricted dollar the wrong way. Learn how to do this in MoneyMinder.

$299 per year — flat. No per-user fees, no per-member fees, no add-on modules, no surprises at renewal. Try it free for 30 days. We don't even ask for a credit card to start. View detailed pricing info here. 

Yes. Add the president, chapter advisor, faculty advisor, or house corp board as users with the access level each role needs. The treasurer sees and edits everything; reviewers see reports without editing the books. Role-based access keeps the trail clean and the responsibility clear.

Almost certainly yes. Cash-based accounting records transactions when money actually changes hands — when it's received or spent — rather than when it's invoiced or promised. It's the simplest and most appropriate method for volunteer-run college and student organizations, and it's what most fraternities and sororities are expected to use.

General accounting tools like QuickBooks default to accrual-based accounting, which tracks money when it's earned or obligated — a more complex method that typically requires an accounting background to manage correctly.

MoneyMinder is built around cash-based accounting from the ground up, so your books stay clean, accurate, and easy for any treasurer to understand.

Most likely, yes. MoneyMinder syncs with 12,000+ financial institutions, including PayPal, Square, and Stripe. Transactions import automatically, eliminating manual data entry and reducing errors.

In the rare case that your financial institution is not supported, you can always import bank transaction files to save time over manual entry.

With a 30-day trial, you get access to all of the features of MoneyMinder — including bank and merchant account integration and setting up your Cheddar Up online store for payment collection.

A couple of exceptions: the ability to e-file your tax forms is only available with paid accounts. And while you can't send send statements to users during the trial, you can send them to your administrator email to test the feature.

The best way to get started is by signing up for a 30-day trial so that you can see MoneyMinder in action with your group's real data. Once you're ready, you can activate the paid version in MoneyMinder.

Start your trial here.

After your 30 day trial, MoneyMinder is billed annually. You can cancel your subscription at any time, but we do not offer refunds on the annual subscription fee.

When you're with MoneyMinder, you're in good hands. We are a stress-free zone!

If you get stuck, we have a number of ways to help. First off, thousands of groups use MoneyMinder, so we have heard a lot of the same questions over the years. Our customer help center has a wealth of information, and chances are, your question has already been asked and answered!

Visit the Help Center  (we recommend the "Getting Started" section for both free trials and new paid accounts).

If you still need support, we are here via email, phone and live chat to get you where you need to be. Visit Our Contact Page