Keep the money book, budgets and payment options
Record income, expenses and payouts, print receipts, plan a season with a budget, and show players how to pay.
The names and results shown are made up (the Maple Street Pool League is a demo organization).
The Money book (under Money in the menu) keeps every dollar in and out for your organization. Dues come in from each division's Dues page, and everything else is recorded here. LeagueOrbit doesn't process payments; it keeps the record.
Entries are never edited or deleted. If you make a mistake, you void the entry with a reason and enter it again.
The money book is for operators and treasurers. Tournament directors find a tournament's money on the tournament page, under Extras.
Choose what to show
At the top, Show lets you pick the Scope (the whole organization, a league, a division or a tournament) and a date range with From and To. Choose Show to apply it, or All dates to clear the dates. The scope and dates apply to everything on the page.
Money in and out shows money in, money out and the net for the dates shown. For league dues, Dues split shows how the net dues divide into prize fund, venue (table), operator and sanction, using each division's shares from its Dues page.
Record income, an expense or a payout
Ledgers has four tabs: Income, Expenses, Payouts and General ledger (everything together, with a running balance).
- Choose the tab, for example Expenses.
- Choose Record an expense (on the other tabs, Record income or Record a payout).
- Pick what it's For and its Category.
- Fill in Paid by (for income) or Paid to, the Amount ($), How it was paid and the Date. A Note is optional.
- Choose Save. LeagueOrbit gives the entry a number.
For example, Maple Street Pool League records a payout to Sam Rivera of $150 for first place. Type names only: never card, bank, account or tax numbers.
Totals by category sits under each ledger. On Payouts it also totals by payee.
Void a mistake
- Find the entry and choose Void.
- Say why it's void. The reason shows in the ledger.
- Choose Void entry, then record it again correctly.
Voided entries stay listed but are never counted.
Receipts, CSV and printing
- Receipt on an income line opens a printable receipt. Choose Print there.
- Download CSV saves the ledger you're looking at, with the same scope and dates.
- Print prints the page.
Invoices for a team's or player's dues are on the Dues page.
Plan with a budget
Budgets, lower on the Money book, lets you plan a season or a tournament, then compare it with what really came in and went out. Creating and editing budgets comes with the Organizer plan. Without it you can still read, print, archive and delete them.
- Choose New budget.
- Give it a Name, choose what it's For, and set From and To.
- Optional: open Fill from this season. For a league or division, enter the Weekly dues ($), check the weeks for each division and how venue green fees work. For a tournament, enter the Entry fee ($) and other amounts. Choose Add these lines.
- Check the Lines. Each has a kind (income, expense or payout), a category, a label, an amount and a quantity. Use Add a line for more.
- Choose Save budget.
The planned figures are for the whole period.
Read a budget report
Choose Open on a budget. Budget vs actual shows, for each category, what you planned, what actually happened, the difference and the percent of plan. It also says how far into the period you are.
From the report you can Print, Download CSV, Edit, Copy (to a new name, scope or dates) or Archive. An archived budget can be restored or deleted for good. Tick Show archived to see archived budgets in the list.
Show a budget to players
A league or division budget can be shown to that league's players.
- Open the budget.
- Choose Show to this league's players.
Players see its totals by category on My league. In a small division, dues totals can hint at what other teams have paid. Choose Stop showing to players to hide it again.
Set up payment options
Payment options (under Money) tells players how to pay you: Venmo, PayPal, Cash App, Zelle or a Stripe hosted link. LeagueOrbit doesn't process the payment.
- Choose the league at the top, then the Competition (league or tournament) and the Payment option.
- Fill in the Destination URL (for Zelle, the email or phone players should pay), a Recipient label and Player instructions. The page shows what kind of link each option needs.
- Choose Save settings. Saving always leaves the option turned off.
- Choose Enable option to turn it on. Use Disable option to turn it off later.
Player view shows exactly what players see: only the options you've turned on.
Only staff with access can view or change payment options.