Have the audit committee check the books without binders
The audit committee looks through the books itself, asks questions about individual transactions and signs the discharge digitally.
Why this works differently from a folder of receipts
At most associations, the audit committee means the treasurer prints a stack of paper, drops it off, and waits. Questions come back by email, separate from the transaction they are about, and later nobody remembers which answer belonged to which entry.
In Ledenboek the audit committee gets read access to the accounts for the chosen year. They go through the transactions themselves, ask their question on the transaction itself, and you answer in that same place. At the end, the whole conversation sits next to the figures it was about.
How it works
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1
Set up the audit committee members
You appoint members as the audit committee. They can be people who hold no other board position. They log in to the member portal and see their review there, not the rest of your accounts.
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2
They go through the transactions
The committee sees the transactions for the chosen year with the matching invoices and receipts. On each transaction they can post a question or comment, and you see it straight away.
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3
You answer the questions
Answers appear below the question, on the transaction. That keeps the overview intact, even a year later when someone wants to know why an entry looked the way it did.
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4
The discharge is signed digitally
Once the committee is done, each member signs the discharge digitally. As soon as everyone has signed, the treasurer is notified and the statement is recorded with the year.
What the audit committee sees
What it does not do
- •The audit committee cannot change anything. It has read access and can ask questions, nothing more.
- •The discharge is a record in Ledenboek, not a notarial deed. That is more than enough for the general meeting, but it does not replace legal advice.
- •There is no separate login for external accountants who are not members. Anyone who needs to look along, you add as a member with the audit committee role.
Frequently asked questions
Does an audit committee member have to be on the board?
No. You appoint ordinary members. They only get access to the review, not to the member list or the rest of the accounts.
Can the audit committee see the receipts too?
Yes. Attachments to a transaction or invoice are visible on the transaction itself, so they do not have to ask for anything separately.
What happens if one member does not sign?
Then the discharge stays open. The treasurer is only notified once everyone has signed, so you can see who still needs to.