Non-profit assistant: annual check, ledger and cash audit
How to run the annual check, record income and expenses in the ledger and let the cash auditors add a note.
FinancesBasic (free)Checked on 30.10.2026
Prerequisites
- You have “Manage finances” (to write) or “View finances” (cash audit).
- The evaluation with the traffic light needs Premium for the club.
Who may do this?
Read (annual check, ledger, export, notes): “View finances” or “Manage finances”, each directly in the club. Write (checklist items, entries, reversal): only “Manage finances”. Audit note: anyone who may read. Everyone else does not see the page.
Step by step
Open the assistant
Open “Club life”, switch to “Leadership” and choose “Non-profit status” in “Money and funding”. At the top choose the “Financial year”. The areas are “Annual check”, “Ledger”, cash audit and evaluation.
Work through the annual check
CLUP.life calculates four items itself (“Exemption notice current”, “Donation receipts in the official format”, “Income and expenses of the year recorded”, “Cash audit carried out”). You set five by hand to open, done or not applicable: purpose in the bylaws, reserves, resolution on use of funds, treasurer's report, discharge. You can add a note, but no access credentials.
Record an entry in the ledger
In the ledger click “Record entry”: date, “Income” or expense, “Sphere” (ideal sphere, asset management, purpose-related operation or commercial operation), for expenses the “Use” (statutory purpose, administration and costs, transfer to reserve), amount and “Entry text”. Optionally attach as “Receipt” the identifier of a file from the file storage.
Read totals and warnings
The year's “Totals” are the sum of the individual entries. If income from the commercial operation exceeds the guideline value, a warning appears. Clarify this with the tax office or a tax adviser.
Reverse an entry
Entries are not deleted: “Reverse” keeps the entry visible in the history but it no longer counts in the totals.
Audit note by the cash auditors
Whoever may audit adds a note: year, “Without objection” or “With objection” and a remark, then “Add note”. A note cannot be changed or deleted; to correct, add a new one. If the auditor also has posting rights, “Auditor also has posting rights” is shown.
Export the ledger
The CSV export of the ledger is data portability and free; it is logged.
Evaluation with traffic light (Premium)
On the evaluation tab click “Calculate evaluation for {year}”. You see totals per sphere with prior-year comparison and the “Use of funds” traffic light (green, yellow, red).
You can find the feature here: /organisation/<verein>/vereinsleben/gemeinnuetzigkeit
Common errors and solutions
- The page is not visible.
- You lack “Manage finances” or “View finances” directly in the club. Ask the leadership for the right, for example the cash auditor role.
- “This item is calculated automatically.”
- You do not change the four automatic items. They change through tax details, receipts, ledger and note.
- “The receipt does not exist in this club's file storage.”
- Enter the identifier of a file from your own club's file storage.
- “The ledger for the year is full.”
- A year holds at most 20,000 entries. Contact support if you need more.
- “Available with Premium.” on the evaluation
- Only the evaluation is Premium. Annual check, ledger and audit note stay free.
Good to know
- Guidance, not a substitute for a tax adviser: the thresholds (for example exemption limit of 50,000 euros, limit for small organizations of 100,000 euros, use within two following years) are guideline values. Laws change; have them confirmed by the tax office or a tax adviser.
- Amounts and texts are stored encrypted. Entries and notes remain as club records, usually for ten years; the club determines the period.