Student Club Finance Tracker with Audit Trail

A college robotics club easily moves over a lakh and a half in a year — membership fees, the college grant, workshop ticket sales, sponsorships — and spends it on components, travel, venues and printing. When the money lives in a spreadsheet on one person's laptop, three problems follow: nobody else can see the real balance, expenses lack supporting bills, and the faculty advisor's quarterly audit becomes a painful reconstruction. Handover to the next treasurer is worse — the knowledge walks away with the person. This project builds ClubBooks, a club finance tracker designed around the treasurer's actual workflow. Income sources and expense heads are tracked year-to-date with a live balance and runway; every expense is submitted with its bill scan and needs treasurer sign-off (large expenses additionally need faculty-advisor co-approval); event budgets carry allocated vs spent bars with overruns flagged red; and the quarterly audit exports every approved expense with its bill in one click.

1. The treasurer sets up the financial year with the opening balance carried forward, income categories and the approval threshold (₹5,000 for co-approval in the demo).
2. Income (fees, grants, ticket sales, sponsorships) and expenses are logged with date, description, category and amount; expenses start in pending status.
3. Each expense needs its bill scan attached; the treasurer approves from the pending-approvals queue, and large expenses route to the faculty advisor for co-approval.
4. The dashboard aggregates income YTD, expenses YTD, current balance and runway, with income-source and expense-split breakdowns.
5. Event budgets track allocated vs spent with progress bars; an overrun flags red and blocks the next disbursal until a written justification is recorded.
6. The transaction ledger keeps the dated record with a monthly net summary; upcoming commitments are tracked separately so future outflows are visible.
7. At quarter end, the audit export bundles every approved expense with its bill scan into one packet for the faculty advisor.

Tech stack:

• HTML5 · CSS3 · vanilla JavaScript (ES6)
• Single-file front-end app (no build step)
• browser localStorage persistence
• Bar/donut chart components (canvas)
• Approval workflow state machine
• Responsive CSS Grid/Flexbox layout

• [Finance dashboard] Opening balance, income YTD, expenses YTD and current balance with runway, plus income sources and expense-split panels — the club's money at a glance.
• [Approval-gated expenses] Every expense is submitted with its bill attached and sits in pending until the treasurer approves; expenses above ₹5,000 additionally need faculty-advisor co-approval.
• [Bill-attachment discipline] The approve action is disabled until the bill scan is attached, so no expense enters the books without supporting documentation.
• [Transaction ledger] A dated, categorized ledger of every income and expense with status (pending/approved), and a monthly net summary that reconciles with the running balance.
• [Event budgets with overrun flags] Each event gets an allocated budget with spent bars; overruns turn red and require a written justification before the next disbursal.
• [Budget health + commitments] Events-within-budget counts, total allocated vs spent, and upcoming commitments (registration fees, proposals) so the treasurer sees future load.
• [One-click audit export] The quarterly audit exports all approved expenses with their bill scans in one click — the faculty advisor gets a complete packet, not a spreadsheet hunt.

• Complete ClubBooks web app source code (single-file HTML/CSS/JS)
• Seeded demo dataset (full financial year of a robotics club)
• Project report PDF (background, approval workflow, data model, audit design, screenshots)
• PPT presentation for final review
• Viva Q&A preparation document
• User manual for the treasurer and faculty advisor
• Installation/deployment guide

• The demo is single-user with browser storage; a real club needs a shared backend so the whole committee sees one ledger (future scope).
• Bill scans are attachment flags in the demo, not real file storage — document upload needs a backend.
• This is an internal tracking tool, not certified accounting software; it does not replace statutory bookkeeping or tax compliance.
• Financial figures are seeded demo data the buyer replaces with their club's real numbers.
• Approval thresholds and co-approval rules are demo configuration; the club sets its own policy.