AGM Reporting & Financial Presentation Guide — GoClubPro

Training Module 34 | Annual General Meeting Preparation

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What This Guide Covers

Preparing your club's Annual General Meeting (AGM) financial report using data from GoClubPro. Includes what to export, how to present it, and ready-to-use slide/speech templates.

Primary audience: Treasurer, Club Admin Timing: 2–4 weeks before your AGM

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STEP 1: EXPORT YOUR FINANCIAL DATA

Full Season Ledger Export

1. Open Treasurer → Accounting tab
2. Set date range: season start date to season end date
3. Click Export CSV
4. Save as: [ClubName]_[Season]_FullLedger.csv

What this contains:

• Every payment received (bank transfer declarations + wallet credit)
• Every fee generated (registration, match fees)
• Every expense claim approved
• Association bills paid
• Refunds issued

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Outstanding Fees Export

1. Open Treasurer → Aging tab
2. Click Export (or screenshot if no export button)
3. Save as: [ClubName]_[Season]_Outstanding.csv

What this contains:

• Every member with unpaid fees at season close
• Aging bucket (30/60/90/90+ days)
• Total outstanding amount

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Expense Claims Summary

1. Open Treasurer → Claims section
2. Filter: Approved, current season
3. Screenshot or export the list

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STEP 2: BUILD YOUR FINANCIAL SUMMARY

Use the exported CSV to calculate these figures (in Excel/Google Sheets):

Income

Expenses

Outstanding

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STEP 3: AGM PRESENTATION SCRIPT

Opening (Treasurer presents, ~2 minutes)

"Good evening everyone. I'm presenting the financial report for the [Season] season.

Before we dive in, I want to acknowledge that for the first time, all our financial records have been managed through GoClubPro — our club management platform. This has given us complete visibility of every fee generated and collected, and I can present tonight with confidence in the accuracy of these figures.

Let's go through the numbers."

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Income Summary (~3 minutes)

"Our total income for the [Season] season was $[Total].

This comprised:

• $[Amount] in registration fees from [X] registered members
• $[Amount] in match fees across [X] completed fixtures
• $[Amount] from [X] members who chose our Season Plan option, which allowed them to pay a fixed amount for the season

The Season Plan this year was priced at $[Amount] versus a per-game cost of $[Amount] for a full season — members who chose it saved an average of $[savings per member]."

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Expenses Summary (~2 minutes)

"On the expense side, our total outgoings were $[Total].

The major items were:

• $[Amount] in association registration levies paid to [Association Name]
• $[Amount] in approved expense claims from our volunteers — [number] claims in total, covering [equipment/umpire fees/travel/etc.]
• $[Amount] in [other major expense]

I'm pleased to report that expense claims this season were submitted and approved through GoClubPro's claim system, giving us a complete audit trail for every reimbursement."

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Outstanding Fees (~2 minutes)

"At season close, we have $[Amount] in outstanding fees across [X] members.

Of this:

• $[Amount] is less than 30 days overdue — these are likely to be collected
• $[Amount] is 30–90 days overdue — we'll continue pursuing these
• $[Amount] is 90+ days overdue — we consider $[subset] of this to be at risk of non-collection

I'll be recommending to the committee that we implement a clearer payment deadline policy next season to reduce this figure."

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Net Position (~1 minute)

"Our net position for the season — income minus expenses, excluding outstanding fees — is $[Net].

If we collect the realistic outstanding amount of $[Expected to collect], our final position improves to $[Adjusted net].

Compared to last season's net position of $[Last season], this represents a [improvement/decline] of $[Difference]."

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Recommendations (~2 minutes)

"For next season, I'm recommending:

1. Fee increase of $[Amount] in [specific grades] to reflect rising association levies — this brings our per-match contribution in line with the [comparison league] average
2. Season Plan price adjustment to $[Amount] — maintaining the savings incentive while covering our cost base
3. Payment deadline policy — registration fees due within 21 days of season start; unpaid after 45 days = selection ineligible. This reduces our aging problem significantly.
4. Wallet credit top-ups — we still have [X]% of members declaring each fee individually via bank transfer. Encouraging members to pre-load wallet credit reduces admin overhead significantly."

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Close (~30 seconds)

"I'm happy to take questions on any of these figures. Full season ledger and aging report are available on request.

I'd like to formally move that the financial report for the [Season] season be accepted."

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SLIDE DECK TEMPLATE

Slide 1: Title

[Club Name]
Annual General Meeting — [Year]
Financial Report
Presented by: [Treasurer Name]

Slide 2: Season at a Glance

[Season] in Numbers
───────────────────────────
Members registered: [X]
Fixtures played: [X]
Total income: $[Amount]
Total expenses: $[Amount]
Net position: $[Amount]
Outstanding: $[Amount]

Slide 3: Income Breakdown (Bar chart)

Income Sources — [Season]

Registration Fees ████████████ $[Amount]
Match Fees █████████ $[Amount]
Season Plans ████ $[Amount]
Other █ $[Amount]
 ──────────────────────────
Total $[Amount]

Slide 4: Expenses Breakdown (Pie chart labels)

Where the money went

Association Levies [X]% $[Amount]
Expense Claims [X]% $[Amount]
Ground Hire [X]% $[Amount]
Equipment [X]% $[Amount]
Other [X]% $[Amount]

Slide 5: Fee Collection Rate

Fee Collection Rate — [Season]

Registered members: [X]
Members fully paid: [X] ([X]%)
Members partially paid: [X] ([X]%)
Members with no payments: [X] ([X]%)

Target for next season: 90%+ fully paid by Round 5

Slide 6: Outstanding Fees Aging

Outstanding Fees at Season Close: $[Total]

 0–30 days $[Amount] ████████ Likely to collect
 31–60 days $[Amount] ████ May collect with follow-up
 61–90 days $[Amount] ██ At risk
 90+ days $[Amount] █ Unlikely to collect

Slide 7: Year-on-Year Comparison

3-Year Financial Trend

 2023-24 2024-25 2025-26
Income $[X] $[X] $[X]
Expenses $[X] $[X] $[X]
Net $[X] $[X] $[X]
Outstanding $[X] $[X] $[X]

Slide 8: Recommendations

Recommendations for [Season+1]

1. Fee increase: [grades] → $[amount]
2. Season Plan: $[new price] (saves members $[savings])
3. Payment deadline: Reg due Day 21, ineligible Day 45
4. Wallet credit adoption: target 90% pre-loaded balances
5. Budget reserve: maintain $[amount] operating reserve

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PRODUCING THE REPORT DOCUMENT

For AGM records, export a PDF report containing:

Page 1 — Income & Expenditure Statement

[Club Name]
Income & Expenditure Statement — [Season]

INCOME
 Registration fees .............. $[Amount]
 Match fees ..................... $[Amount]
 Season Plans ................... $[Amount]
 Other income ................... $[Amount]
 ─────────────────────────────────────────
 TOTAL INCOME ................... $[Amount]

EXPENDITURE
 Association levies ............. $[Amount]
 Expense claims reimbursed ...... $[Amount]
 Ground hire .................... $[Amount]
 Equipment & supplies ........... $[Amount]
 Other expenses ................. $[Amount]
 ─────────────────────────────────────────
 TOTAL EXPENDITURE .............. $[Amount]

 ═════════════════════════════════════════
 NET SURPLUS/(DEFICIT) .......... $[Amount]
 ═════════════════════════════════════════

Outstanding fees receivable ........ $[Amount]
Bank account balance (close) ........ $[Amount]

Prepared by: [Treasurer Name], [Date]
Source: GoClubPro accounting ledger, exported [Export Date]

Page 2 — Aging report (screenshot or paste from export) Page 3 — Expense claims summary

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TOOLTIPS & HINTS

• Export before the AGM, not during — exports from GoClubPro are a snapshot; run them at season close and save the files, in case data changes
• Reconcile first, then export — make sure all bank transfer declarations are matched before your final export; unmatched items skew your income figures
• Last year's figures — for year-on-year comparison, dig up last season's AGM report; GoClubPro doesn't currently display multi-season trends in one view

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FAQ

Q: Can I export directly to a formatted PDF from GoClubPro? A: The Accounting export is CSV. You'll need to paste/format the figures in Word, Google Docs, or presentation software for the formatted AGM report.

Q: The committee wants to see every individual transaction. Do I need to print the full ledger? A: Offer the CSV on a USB stick or shared Google Drive link. Printing a full season ledger is rarely practical and not required for AGM purposes.

Q: What if there's a discrepancy between GoClubPro and our bank statement? A: This usually means unmatched declarations (members paid by bank transfer but didn't declare in the app). Run Treasurer → Reconciliation → clear all pending before your export. Persistent discrepancies: contact platform support.

Q: Do we need a professional audit? A: Most amateur sports clubs don't require a formal audit. A two-person committee review of the ledger export (Treasurer + one committee member) is standard practice.

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COMMON MISTAKES

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SHORT ONBOARDING SCRIPT

"For your AGM, the process is: reconcile everything first, then export the full season ledger from Treasurer → Accounting. Run a second export from the Aging tab for outstanding fees. Those two CSVs are your source data for everything. Build your summary in a spreadsheet — income, expenses, net, outstanding. Use this guide's slide templates and speech script. The goal is: every committee member understands where the money came from, where it went, and what's still owed."

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MICRO-TRAINING QUICK TIPS

• Reconcile before export — clear all pending bank transfer declarations
• Export both: Accounting (full ledger) AND Aging (outstanding) at season close
• Save exports to cloud storage immediately
• Use the I&E format: Income − Expenses = Net (not just "we received $X")
• Year-on-year trend matters more than one year's number
• Have the full CSV available on request; only present the summary at the AGM

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Training Module 34 | See also: 07 Treasurer Accounting · 19 End-of-Season · 31 Monthly Operations