How to do the accounts for a club or association
Norwegian sports clubs and associations have their own accounting requirements: a tailored chart of accounts, VAT compensation, team fund handling and reporting to NIF or national federations. A general accountant charges by the hour to learn these special rules — typically NOK 52,800/year in training alone. A specialised service (such as Rubic Regnskap, delivered by ECIT) takes on the whole job from day one.
Which accounting requirements apply to clubs and associations?
All Norwegian organisations with a turnover above NOK 50,000 are required to keep accounting records (bokføringsloven, the Bookkeeping Act). Organisations with a turnover above NOK 2 million are required to prepare annual accounts (regnskapsloven, the Accounting Act). Sports clubs also have special requirements from NIF on how membership numbers and activity must be reported.
In practice: all clubs must record vouchers, carry out monthly reconciliations, file VAT returns every period (if VAT-registered), apply for VAT compensation by the deadline, and close the year with annual accounts.
What is a "tailored chart of accounts for sports clubs and associations"?
A standard chart of accounts (NS 4102) is built for ordinary businesses. Sports clubs and associations need tailored accounts for:
- Separating operating and activity-based income (critical for VAT compensation)
- Correct handling of club dues vs training fees vs membership fees
- Sponsorship income (VAT-liable or not?)
- Income from volunteer work (dugnad)
- Team fund entries
- Grants from the municipality, county and state
With Rubic Regnskap, the chart of accounts is right from day one — you don't have to train your accountant.
How do VAT and VAT compensation work?
Most sports clubs and associations have low VAT-liable turnover (typically under NOK 50,000/year) and are therefore not required to register for VAT. But they pay VAT on all purchases — and can get it refunded through the VAT compensation scheme.
There are two models: the simplified model (based on operating costs, simple calculation) or the documented model (based on actual VAT vouchers, gives more back but requires more work). Which one pays off depends on your cost structure — and that is exactly what a specialised accountant can assess.
What is the new audit requirement in 2026?
From 2026, clubs and associations applying for VAT compensation must be able to document audited accounts. That means either attestation from an authorised accountant or confirmation from an auditor — depending on size and legal status.
Many clubs have never had an audit before. In practice, this means you must:
- Check that the accounts have been kept in line with good accounting practice
- Enter into an agreement with an authorised accountant or auditor
- Make sure the audit is completed before the application deadline (15 August for NIF / 1 September for others)
In the VAT review, we check whether you are ready.
How should team funds be handled in the accounts?
Team funds are the club's money — even though they "belong" to the teams. That means team fund income (volunteer work, sales, kiosk income) and team fund expenses (equipment, travel, training camps) must be part of the club's main accounts.
Traditionally, this is handled with Vipps transfers between team managers, receipts in Messenger and separate Excel sheets. The result: shadow accounts the board never sees — and audit discrepancies when someone checks.
The right solution: each team gets a virtual fund in the same system as the main accounts. All vouchers are approved by the team but posted automatically to the club's main accounts.
What needs to be done when paying coaches?
Coaches who receive payment from the club are employees (even though many think of it as a "fee"). That means the club must: report the employment in the A-melding, calculate employer's National Insurance contributions, withhold tax, issue payslips, pay pension (if above the threshold), and report monthly.
Failing to handle this is one of the most common reasons for complaints from Skatteetaten (the Norwegian Tax Administration) against sports clubs. With a specialised accounting service, this happens automatically every month.
Should the club do its own accounting — or outsource it?
Doing it yourself pays off when: the club has fewer than 50 members, low turnover, no employees and a board member with actual accounting expertise (not just an interest).
Outsourcing pays off when you have: 200+ members, paid coaches, several areas of activity, VAT compensation above NOK 50,000/year, or a lack of in-house expertise.
Outsourcing to a general accountant often gives the worst result — because they charge by the hour to learn the special rules of sport. Outsourcing to a specialist (such as Rubic Regnskap via ECIT) gives the best price-to-expertise ratio.
How do you switch accountant?
A common myth: "it's too difficult to switch". The truth: a smooth transition takes 1–2 weeks if you do it right:
- Talk to the new accountant first — get a concrete quote and transition plan
- Terminate your current agreement — typically 30 days' notice
- Obtain the history — the new accountant takes the trial balance, general ledger and vouchers from the previous year
- Set up the new chart of accounts and get started — done by the new accountant
- Notify Skatteetaten — as the new authorised representative
Rubic Regnskap handles the entire transition — including the dialogue with your current accountant.
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