The coach's reading room
How Should Our Club Reimburse Coach Expenses?
ClarityLedger Sports is an AI team treasurer that keeps a youth team's books from the emails, receipts and sheets the coach already has, and explains every number in plain words.
What should a reimbursement request include?
| Field | Record |
|---|---|
| Date | Expense date |
| Item | Purpose and category |
| Amount | Actual CAD amount |
| Receipt | Evidence reference |
| Kilometres | Log and approved rate, if applicable |
| Approver | Second adult’s approval |
How do we approve and pay it?
- 1Submit a receipt or a kilometre log.
- 2Have a second person review against the club’s policy.
- 3Record the approval and pay from the club account.
- 4Keep the request, evidence and payment record together.
Does ClarityLedger pay the coach?
No. It records requests and approvals; the club makes the payment. No kilometre rate is assumed—use the rate your club approved.
Where can I get the free template?
Download blank template (PDF)Free. No email required. Use your real records; blanks are not estimates.
What else do coaches ask?
Does ClarityLedger hold or move money?
No. Money stays in the club’s bank account. ClarityLedger makes every dollar visible and adds a second pair of eyes.
Should parent reports include family names?
No. Share totals only. Athlete-specific records use jersey numbers; private family statements are not group reports.
Sources
- coach.ca/Last checked Oct 26, 2026
- www.priv.gc.ca/en/Last checked Oct 26, 2026
Program rules can change. Dates marked as planning estimates are not announced deadlines. Always check the official page.
CAD 29.90 per team a month, Club CA$149 a month, 15 days free, no card
Keep coach expenses and approvals together