Club accounting software
Club accounting software with the general ledger built in
Every sale, statement, payment and vendor bill posts to one general ledger by department, on a chart of accounts aligned to the USFRC. Month-end stops being a week of importing, re-keying and tying out other systems — the close starts reconciled.
Posting
What posts to the general ledger — and who keys it?
Nobody keys it. At most clubs the controller rebuilds each day's sales from reports exported by a point of sale, a tee-time system and a billing module. In Bubs those are the same system as the ledger, so every transaction posts as it happens, to the right account and the right department.
Every register
Sales from the shop, the grill, the bar and the halfway house post with their comps, discounts, service charges, tips payable and sales tax — and refunds reverse the tax with them.
Member receivables
Dues, assessments, minimum shortfalls, charges, payments and credits post as they happen, so the receivables control account agrees with the aging.
Events and invoices
Outside invoices, receipts and banquet deposits post as they happen. Deposits are held as a liability and recognised on the date of the event.
Card payouts and fees
Processor payouts, fees and chargebacks post through a card clearing account that reconciles to the bank deposit by deposit.
Retail cost of sales
Golf shop stock is a perpetual inventory, so cost of sales posts with every sale instead of waiting on a month-end count.
Payroll by department
Payroll lands in the department that earned it, so the grill's labour cost sits beside the grill's revenue.
USFRC
A country club general ledger on the club chart of accounts
Clubs report on the Uniform System of Financial Reporting for Clubs because boards, auditors and peer clubs read it. Bubs is built to its structure rather than adapted to it.
Each club's chart is seeded from the USFRC numbering, and the club edits it as its own. Department is a tag on every ledger line rather than a separate copy of the chart, so the same natural account for payroll or supplies recurs across golf operations, golf course maintenance, food and beverage and the clubhouse — exactly as the USFRC intends.
The departmental statement follows the club summary layout: membership revenue, the net cost of golf, club operations, undistributed expenses and fixed charges. New to the standard? Read our guide to the USFRC and how to set up a country club chart of accounts.
Bank reconciliation
Reconcile the bank from the statement file
Import the bank's statement as a CSV or OFX file. Bubs matches each line to the ledger: card payouts to the card clearing account, checks and transfers to the vendor payments they settle. What's left — a service fee, a month's interest — is coded in a click.
Card payouts reconcile deposit by deposit, because fees and chargebacks already posted through clearing when they happened. The finished reconciliation is signed on the close checklist with the rest of the control accounts.
- CSV (with column mapping) or OFX statement import
- Automatic matching to payouts, bills and payments
- Fees and interest coded from the unmatched lines
Payables, cost and the close
Accounts payable, cost and a month-end close you can sign
The other side of the ledger lives in the same place: vendor bills, purchase orders, inventory cost, fixed assets and the checklist that closes the month.
Vendor bills
Bills with coded lines and the invoice attached. Approval posts to accounts payable, and payments are recorded against them.
Purchase orders to bills
A bill built from a purchase order relieves the goods received but not yet invoiced, so nothing is expensed twice.
AP aging and 1099s
Payables aged by vendor, and a year-end 1099 summary of what was paid to whom.
Fixed assets
A register of the club's assets with straight-line depreciation posted every period.
A close checklist
Every control account reconciled on one checklist — receivables, payables, card clearing and the bank — and signed off by the controller.
Locked periods
A closed month is locked. Late entries post into the open period, and reopening a period is deliberate and recorded.
Running your first close on a new system? Our club month-end close guide and close checklist template walk through it step by step.
Reporting
Departmental P&L and the board report, without a spreadsheet
The departmental statement, budget variance and balance sheet come straight from the ledger, and every figure drills down to the check, statement or bill behind it. When the finance committee asks why the grill was over budget, the answer is two clicks away.
The board pack assembles itself each month: financial statements, member aging, reconciliations, key metrics and the non-member income test that tax-exempt clubs watch. It goes out as one PDF instead of being rebuilt by hand the night before the meeting.
- Trial balance, balance sheet and cash flow
- Departmental statement in the USFRC layout
- Budget by account, department and month, with variance
- A board pack: statements, aging, reconciliations and key metrics
- Non-member income tested against the 501(c)(7) thresholds
- Every figure drills down to the check, statement or bill behind it
Your pace
Keep your accounting package until you're ready
Switching the books is the controller's call, not a condition of going live.
A club can run Bubs for the tee sheet, the registers and member billing while its current accounting package stays the book of record. Each closed period exports as a single journal entry, mapped to the club's own account codes with departments carried across, and re-exports are versioned so the auditors can see what changed.
When the accountant is ready, the club keeps its books in Bubs instead. The ledger was posting all along, so there is no conversion project — just a decision.
FAQ
Club accounting questions
What is club accounting software?
Club accounting software keeps a private club's books: the general ledger, receivables from members, payables to vendors, bank reconciliation and the monthly financial statements. The best of it is fed directly by the club's point of sale, member billing and events, so nobody re-keys daily sales reports into the ledger.
What is the USFRC, and does Bubs follow it?
The Uniform System of Financial Reporting for Clubs is the standard chart of accounts and statement format for private clubs, published by the Club Management Association of America and HFTP. Bubs seeds each club's chart from its numbering, tags every line with a department, and produces the departmental statement in its layout.
Can we keep our current accounting package?
Yes. Each closed period can export as one journal entry, mapped to your own account codes with departments carried across, in a file your accounting package imports. When your accountant is ready, the club switches to keeping the books in Bubs.
How does bank reconciliation work?
Import the bank's statement file as CSV or OFX. Bubs matches each line to the ledger — card payouts to card clearing, checks and vendor payments to their bills — and leaves the rest for staff to code as fees or interest. The finished reconciliation is signed on the close checklist.
Does Bubs track non-member income for 501(c)(7) clubs?
Yes. Every check and invoice records who paid, and a report tests non-member and investment income against the 15% and 35% thresholds that tax-exempt social clubs watch.
Can entries be edited after they post?
No. The ledger is append-only: a correction is a new, reversing entry with the person who posted it recorded. That is what makes every figure traceable back to its source.
Related
- Member billingStatements, minimums, autopay and member receivables.
- ControllersA close that starts reconciled.
- USFRC: Uniform System of Financial Reporting for ClubsA plain-English guide to the USFRC: what it is, why clubs use it, how its departments and schedules work, club-specific treatments and how to adopt it.
See your club on Bubs
Thirty minutes, your club's brand on the screen, and the parts of the day you care about most.