Record a payment in seconds.
TeamLedger records the payments you've already collected , cash, check, Venmo, Zelle, bank transfer, and updates every ledger automatically. You keep moving the money the way you already do; TeamLedger makes sure every dollar lands on the right ledger.
From Venmo notification to ledger in 30 seconds.
The form is built around the rhythm of an actual TM evening: read the Venmo, open the form, save. Move on.
Pick a payee
Player, coach, or TM. Each form is tuned to that payee, player payments allocate across charges; coach payouts hit the coach ledger.
Type the amount and method
Cash, check, Venmo, Zelle, bank transfer, or other. Method and an optional notes field, that is the whole form.
Apply equally or manually
For player payments, click Apply Equally to distribute a lump sum across outstanding items, or switch to Manual for item-by-item.
Save, confirmation emails fire
A payment-confirmation email queues automatically to both parents. The audit log writes a PAYMENT_RECORDED entry.
Six methods
Every way a parent actually pays you.
The payment form supports the methods volunteer TMs see in the wild: Cash, Check, Venmo, Zelle, Bank transfer, and Other. Each entry stores the method, an optional reference (a check number, a Venmo handle), and a free-text notes field. TeamLedger does not process the payment, it records the transaction you have already settled. No card-processing fees, no PCI scope, no settlement waits.
- Cash · Check (with check number) · Venmo · Zelle · Bank transfer · Other
- Method-specific reference fields (check #, Venmo handle, transfer ID)
- Free-text notes for context, "$5 short, will pay rest at practice"
- Methods filterable on the master payment list for end-of-year reconciliation
- No card processing, TeamLedger never holds or moves money
- Same six methods available for coach payouts and TM reimbursements
Apply Equally
A lump sum across every open charge, in one click.
Most parents do not pay item-by-item. They Venmo you a round number and you figure out how to allocate it. TeamLedger has Apply Equally to All for exactly this, pick the player, type the amount, click Apply Equally, and the system distributes the payment across every outstanding charge using cent-perfect rounding. Overpayments roll into a credit on the player's ledger automatically. Or switch to Manual when a parent specifies "this $100 is for the tournament, not the uniforms".
- Apply Equally distributes a lump sum across every open charge
- Overpayments automatically convert to a credit on the player ledger
- Manual mode for "this is for X" allocations from the parent
- Switching modes preserves entered amounts, no data loss
- Same cent-perfect rounding utility used in events and fundraising
Reverse-payment
When the check bounces, the audit trail still tells the truth.
Real payments fail. A check bounces, a Venmo gets reversed, a parent realises they sent $80 instead of $60. TeamLedger handles this with a clear reverse-payment workflow: delete the original entry (it lands in the audit log as PAYMENT_REVERSED, never silently rewritten), then re-record the actual amount when the parent makes you whole. Both events live in the audit trail forever, the history of "recorded, reversed, re-recorded" is preserved exactly.
- Reverse a payment with a one-click workflow on the payment detail page
- Original record retained, flagged reversed, not deleted
- Audit log writes PAYMENT_REVERSED entry with TM identity and timestamp
- Re-record the corrected amount as a new payment entry
- Parent confirmation email re-fires for the corrected payment
- No silent rewrites, every state change is visible in the audit trail
Append-only at the database level, no UPDATE / no DELETE for the app role.
Coach payments
YTD totals for every coach, ready for 1099 prep.
Coach honoraria are first-class. Record a per-event payout (or batch a season's worth) via any of the six methods. Each coach has their own ledger and a running year-to-date total surfaces on their detail page. At year-end, run the Coach + TM Payment Summary report, that is the YTD figure your accountant needs to file the coach's 1099. We provide the number; you file the form.
- Per-event or batch coach payouts
- Bank transfer method available for direct deposits to coach accounts
- YTD total surfaces on the coach detail page, always live
- Coach + TM Payment Summary report exports as PDF and CSV
- TM-as-coach pattern supported (volunteer parent who also referees)
- No 1099 auto-generation, we provide YTD totals, you file the form
We provide the YTD; you file the 1099. No auto-generated tax forms.
TM reimbursement
When you fronted the gym rental, get paid back without the spreadsheet juggling.
Every TM has paid for something out of pocket, gym rental, equipment delivery, parking for an away game. TeamLedger records this as a TM reimbursement: a TM-allocated event creates the obligation, and a payment to the TM ledger reconciles it. The line shows up in the master event list, the TM ledger updates, and the YTD on the Coach + TM Payment Summary report includes you. No more "did the team ever pay me back for the dry-cleaning?" three months later.
- TM allocation kind on the event form, picks you as the payee
- Reimbursement payment via cash, check, Venmo, Zelle, bank transfer, or other
- TM ledger keeps the running balance, what the team owes you
- YTD on Coach + TM Payment Summary includes TM reimbursements
- Audit trail tracks every TM-allocated event and reimbursement payment
A common workflow
Brianna's mom sends $60 via Venmo.
Four steps, under a minute, two outstanding charges cleared, both parents notified.
Open Player Payment
Brianna's mom Venmo'd you $60. Open the form, pick Brianna.
Pick Brianna, see open charges
Spring Tournament owes $100, Uniforms owes $120, both visible immediately.
Click Apply Equally
$30 to Tournament, $30 to Uniforms. Cent-perfect distribution, one click.
Save · confirmation auto-queues
Both parents get a payment-confirmation email. Audit log records the entry.
Hi, Alex has an outstanding balance of $50.00 for the Sharks Spring Tournament. Please reach out to Coach Sam with any questions.
, TeamLedger
What you get instead.
We focus on accurate records of money you collected. Banks move dollars; accountants file forms; TeamLedger holds the books.
You keep the payment methods parents already use.
Cash, check, Venmo, Zelle, you record what arrived. No processing fees, no PCI scope, no settlement waits to plan around. The cash flow stays exactly as it is today.
Year-to-date totals ready for your accountant.
The Coach + TM Payment Summary hands your accountant the numbers they need to file 1099s. You stay in clean bookkeeping territory; tax filing stays where it belongs.
A clean team-side ledger that your bank can reconcile against.
TeamLedger captures the team-money side accurately. Reconcile against your personal or club bank statement on your own schedule, with the absolute-dollar exports.
One payment per row, fully attributable.
Every payment is recorded against one player and one parent contact. Two parents both pay $30? Two clean rows, each fully traceable. The audit trail stays unambiguous.
Payment-tracking questions.
What payment methods can I record?
Six: Cash, Check, Venmo, Zelle, Bank transfer (mostly used for coach payouts), and Other. Each entry stores the method and an optional notes field. TeamLedger never moves money, these are records of payments you have already collected or paid.
How does Apply Equally to All work?
Open the Player Payment form, pick the player, and you see every outstanding charge. Click Apply Equally to All and the lump sum distributes across every open item using the same cent-perfect rounding the events module uses. Overpayments roll into a credit on the player's ledger automatically. Or switch to Manual and allocate item-by-item.
What if a parent's check bounces?
Use the reverse-payment workflow: delete the original payment record (it lands in the audit log with a PAYMENT_REVERSED entry, never silently rewritten), then re-record the actual amount once they make you whole. Both events stay in the audit trail forever, the history of "recorded then reversed" is preserved.
Can I track coach payments?
Yes. Coach honoraria are first-class, record per-event payouts via cash, check, Venmo, Zelle, or bank transfer. The Coach + TM Payment Summary report gives you year-to-date totals for every coach. We provide the YTD; you file the 1099 (we never auto-generate tax forms).
What is a TM reimbursement?
When you pay for an out-of-pocket expense (gym rental, dry-cleaning the uniforms) and the team owes you back, record it as a TM reimbursement. The expense lands on the TM ledger as money owed; once the team pays you back, you record the reimbursement and the ledgers reconcile. Common pattern, fully supported.
More TeamLedger features.
Seven more modules in the same ledger, every workflow a TM actually runs.
Stop forgetting which Venmo was for what.
Free for one team, forever. Record your first Venmo and put the screenshot folder away.