Does your club need accounting software? We explain what to look for, what sets sport apart from business, and which options your club has.
The treasurer has just stepped down. You inherit a spreadsheet with 14 tabs, a binder of receipts and zero explanation. Sound familiar? Then it's time to consider proper accounting software for your club or association.
But sports and association accounting is not the same as business accounting. NIF's rules, the sports chart of accounts and VAT compensation impose requirements of their own — requirements that general accounting software is rarely built to handle.
Read also: Accounting for sports clubs and associations — how to get full control
What makes sports accounting different?
A sports club is not a business. You don't have customers — you have members. You don't have turnover — you have membership fees, training fees, income from volunteer work (dugnad) and grants. And you have an accounting obligation that follows NIF's own provisions.
In concrete terms, this means your accounting software must be able to:
Use the sports chart of accounts. NIF has created a simplified standard chart of accounts for sports clubs, with dedicated accounts for membership fees and training fees, among other things. It is a good idea to use it. Setting this up manually in a general program is time-consuming and error-prone.
Handle VAT compensation. Sports clubs in NIF apply for VAT compensation through NIF. In the simplified model, the amount applied for is 8% of the first NOK 7 million in operating costs after exclusions and deductions, and 6% of anything above that. The application is based on audited and approved accounts, and costs that are not eligible for compensation must have been deducted. Mistakes here can lead to the application being rejected.
Integrate with the membership system. Membership fees are invoiced in the membership system and must be posted in the accounts. When this happens automatically, you avoid duplicated work and reduce errors.
Three routes to accounting — and what they cost
Option 1: Spreadsheets (Excel / Google Sheets)
Price: NOK 0. Time cost: high. Risk: high.
Technically permitted for clubs with fewer than 600 vouchers per year. But you get no control mechanisms, no bank integration and no automation. When the treasurer changes, the next one starts from scratch.
Option 2: General accounting software
Price: varies by provider and package. Adapted for sport: low.
These programs are built for businesses. They work technically, but:
- The sports chart of accounts is not built in — you have to set it up yourself
- The link to the membership system has to be set up as a separate integration
- VAT compensation has to be handled manually
Option 3: A system adapted for sport
Price: fixed and predictable. Adapted for sport: fully.
Rubic Regnskap is built specifically for sports clubs and associations:
- The sports chart of accounts built in from day one
- VAT compensation integrated
- Automatic posting of membership fees from the membership system
- Backed by ECIT, a Nordic accounting and IT group
More than 500 Norwegian organisations use Rubic every day.
Checklist: Choose the right accounting software
When assessing a program, ask these questions:
- Does it have the sports chart of accounts built in — or do you have to set it up yourself?
- Does it support the VAT compensation application?
- Can it be connected to the membership system so that membership fees are posted automatically?
- Does it have bank integration?
- Is the price fixed and predictable — or do you pay per voucher?
- Do you get support from people who understand the needs of sport?
If you answer “no” to several of these, you are paying for a tool that wasn't made for you.
How to get started
The simplest first step is to see how a tailored system works in practice. Book a free demo and we'll show you exactly how Rubic Regnskap can make everyday life easier for the treasurer at your club.
Book a free demo → rubic.no/demo