One app for your PTO’s books, volunteers and members.
So the PTO doesn’t start over every June.
No credit card · $204/year for your whole board after that
Maple Ridge Elementary PTO, Inc. · FY 2025–2026
Good morning, Jordan
In the bank
$21,235.09
Square clearing
$1,789.07
Playground (restricted)
$4,700.00
Owed up to council and state
$64.00
Needs attention (7)
File Form 990-N for FY 2024–25
Due Nov 15 · 26 days left
Fall carnival · Ticket booth cash count
Counted by Maya Brooks · waiting on a second counter
Start where you sit on the board
The problem nobody designed for
Your whole organization changes hands every June.
- ~1 in 4
- parent groups that ever held 501(c)(3) status have since lost it. Roughly three quarters never get it back.
- 3 years
- of missed filings triggers automatic revocation — about the length of three board handoffs in a row.
Counts derived from the IRS Exempt Organizations Business Master File and the IRS Automatic Revocation of Exemption List, September 2026.
What is in it
Every job the board actually has.
The books
A cash-basis register where the chart of accounts is your budget. Splits, check numbers, receipts, and clearing accounts so a Square payout is a transfer — not a second carnival.
Bank connect and import
Live bank feeds through Plaid Link, re-checked nightly. CSV, OFX, QFX, and QBO import with a column mapper for any bank that is not supported — or any board that would rather not connect one. Your banking password is never stored here either way.
Reimbursements
A teacher opens a link, attaches the receipt, and submits — no account. Two officers approve, and the submitter can never be one of them.
Event cash counts
Starting bank, denomination count, two named counters, variance, and a deposit — from a phone at the folding table. Nobody is ever alone with the money.
Controls and the audit kit
Monthly non-signer statement review, a locked reconciliation at $0, an append-only log, and a year-end review packet assembled for the committee.
Compliance calendar
Pre-filled from your fiscal year end. The 990 date, the bylaws clock, insurance renewal, and the audit — with a warning long before the third missed filing.
Membership and directory
Dues that split local from the portion owed up to council and state, a roster that is also the voting roll, and a directory that honors every family's opt-in.
Volunteers
Event shifts with real slot counts, room parents by classroom, and background-check status so a chair knows who is actually cleared to work.
Meetings and minutes
Agendas, minutes, and motions of record — the budget adoption vote linked to the budget line it authorized.
Records vault
The standard filing structure, already built. Retention rules per class: receipts seven years, minutes and determination letter permanent.
Somebody’s mom is doing all of this between pickup and dinner.
She is not an accountant, she has about five minutes, and she inherited most of it in June from a person she barely knows. That is the whole design brief.
No web person needed
Your PTO’s website, built in an afternoon.
- Meeting dates fill themselves in from your calendar
- Your board list changes when the board does
- Documents appear only when you mark one public
- A teacher can claim a reimbursement without an account
12 blocks, arranged how you like, at ptohq.org/u/your-pto.
See a PTO’s siteTwo signatures, zero paper
Never be the only one who touched the money.
- Two named counters on every cash box, each signing on their own phone
- The submitter of a reimbursement can never approve it
- A reconciliation will not lock until the difference is exactly $0
- The monthly statement review is assigned to someone who cannot sign checks
Fall carnival · cash count
Ticket booth · Oct 17
Starting bank
$200.00
Tallied sales
$1,286.00
First count
$1,486.00
Variance stays pending until a second adult counts
Two counters required
Nobody is ever alone with the money, and the record proves it.
Reimbursement · $64.18
Submitted by Maya Brooks on a public link — no account
Carnival balloon arch — Party City
Receipt attached · paid on a personal card, not out of the cash box
- Receipt attachedrequired
- First officer approvalnot the submitter
- Second officer approvala different officer
Why this matters
These are not best practices. They are conditions on your coverage.
“Two unrelated adults must be present whenever PTA money is being handled, counted, transported, or deposited.”
“Most fidelity bonds require dual control for coverage. If money goes missing and dual control procedures were not followed, the insurance company may deny the claim.”
“Your coverage is void if the above requirements are not met — monthly bank statement reviews and an annual review of the books.”
Where software stops
AIM requires that the non-signer physically receive the statement before the treasurer does, and says plainly that financial software does not satisfy that condition on its own. So PTO HQ does not pretend to. It assigns the review to someone who cannot sign checks, gives them the red-flag checklist, captures the signature and the date, and stores it where the secretary can find it in three years. Reading the actual statement is still a person’s job, and we would rather say so than sell you a false clean bill of health.
None of this is legal, tax, or insurance advice. Bond conditions, filing dates, and state rules change — confirm yours with your state PTA, your insurer, and your CPA.
Already filled in
The school year is the same at every school. So we shipped it.
Most tools hand you an empty calendar and ask you to fill it in. This one arrives knowing what you have forgotten, and says so while there is still time to fix it.
Take the tourOne price. No tiers.
$204/ year
Every module, every officer on your board, no per-seat charge, and no bigger invoice because you had a good fundraising year. File import is included, and bank feeds will be, at no extra charge, when they arrive.
Before you ask
Questions a board actually asks.
Open the books for Maple Ridge Elementary.
A full seeded school year — carnival cash, a lumped processor deposit, a restricted playground fund, a dual-control reimbursement, and an open September reconciliation. No signup, no card.