This user guide provides an overview of the main workflows in SquadStash.

The Core Workflow

SquadStash is designed around a simple cycle: Spend -> Collect -> Track.

1. Spend (Expenses)

As a team manager, you often pay for things upfront—tournament fees, equipment, field rentals.

• Log every purchase in the Expenses tab.
• Categorize them (e.g., "Field Rental", "Uniforms") to keep reports organized.
• Upload receipts so you never lose proof of purchase.

2. Collect (Collections)

Instead of asking for $20 here and $50 there, bundle your expenses into a Collection.

• Example: "September Expenses" might include field rental and referee fees.
• When you create a Collection, you select which expenses to include and which players are responsible.
• The system automatically calculates the Amount Per Player.
• Finalize the collection to lock in the amount and prepare for billing.

3. Track (Distributions)

Once a collection is finalized, the system creates a Distribution for each player. This is their specific bill.

• Use the Request Payment feature to email them a breakdown and payment links.
• When money hits your Venmo/Bank account, find the player in the list and click Toggle Paid.
• The Dashboard will update to show you exactly how much is still outstanding.

Events

Events help you organize expenses.

• Create an Event (e.g., "Fall Classic Tournament") with dates and location.
• When adding expenses, link them to this Event.
• This lets you see exactly how much a specific tournament cost the team.

Multi-User Access

• Admins: Have full control to add expenses, manage roster, and settings.
• Standard Users: (If configured) Can view their own status.
• Note: Currently, most teams operate with a single Treasurer/Manager admin account.

Need help? Contact support at support@squadstash.com or visit our FAQ.