User manual

This is the user manual for Vasker. It explains the screens you will see after you sign in, in the order a new treasurer usually meets them.

Vasker is bookkeeping and Gift Aid software for unpaid volunteer treasurers of UK clubs, charities, parent teacher associations (PTAs), Scout groups and community amateur sports clubs (CASCs). It is sized for people who inherited a spreadsheet, a shoebox of receipts, and a Charities Online login nobody wrote down.

Who this book is for

Read it if you hold the treasurer role this year. You do not need accountancy training. The book uses the words that appear on the screens and in committee minutes: cash book, fund, Gift Aid declaration, arrears, examiner pack, handover.

It is not written for professional bookkeepers, charity finance directors, or organisations outside the United Kingdom.

How to read it

• Start with What Vasker is if you have not created an account yet.
• Jump to the chapter that matches tonight’s job if you already keep the books in Vasker.
• Grey boxes marked Note add context. Teal boxes marked Tip are shortcuts. Warm boxes marked Take care flag rules that are easy to get wrong.
• Numbered lists are the clicks on the screen. Do them in order.

Print, ebook and screen

The same text is published in three forms so you can keep a copy the way you actually work.

• On the web at vasker.co.uk/guide/ — search in the browser, follow links, and use the contents list on a wide screen.
• Print-ready PDF — A4 pages, running headers and page numbers. Use File → Print from the PDF, or print this page after you hide the website chrome. Colour is part of the brand; a black-and-white laser still reads clearly.
• Ebook (EPUB) — reflowable text for a phone, tablet or e-reader. Open it in Apple Books, Google Play Books, or any EPUB reader. Kindle can import an EPUB.

What this book is not

The manual describes the product as it ships in September 2026. Screens may gain a field or a label. If the product and this book disagree, trust the screen and email [email protected].

If you only have twenty minutes

1. Create the organisation and add the bank account you actually use.
2. Enter one money-in and one money-out line, or import a short bank CSV.
3. Invite the chair as a Viewer or Chair so someone else can see the books if you are away.
4. When you are ready for subscriptions or Gift Aid, come back to the matching chapter.

Most small clubs leave Gift Aid unclaimed. Spreadsheets break when the role changes hands. Vasker is the cash book, member list and Gift Aid claim in one place, with a handover pack when the next volunteer takes over.

You create an organisation (your club or charity). Every transaction, member and declaration belongs to that organisation. A second club on Vasker cannot read your records.

What you can do

• Cash book — money in and money out, funds, bank accounts, categories, CSV import, reconcile ticks and receipt attachments.
• Members and subscriptions — a directory, subscription plans, renewals, arrears, payments and reminders (Standard and Plus).
• Gift Aid and GASDS — declarations, donations, claim build, IRmark and live Charities Online send (Plus).
• Grant and funding match — score UK government, lottery and local funds against what you need (Standard and Plus).
• Year-end — income and expenditure, annual return figure helpers, examiner ZIP, handover ZIP and a year-end balance snapshot.

What Vasker is not

• Not payroll, PAYE, VAT returns or corporation tax.
• Not a replacement for an accountant or independent examiner.
• Not a bank, and not a live Open Banking feed you can rely on instead of the statement.
• Not a charity you donate to. Record gifts for your club in the cash book.
• Not offline bookkeeping. The cash book needs a connection for live data.

Where you use it

The same product runs in a desktop browser, a phone browser, the installable Progressive Web App, and the Vasker apps on the App Store and Google Play. Layout adapts to a smaller screen. No feature is locked to desktop, though a large CSV is easier on a laptop.

Start on Free. Move up when the club needs members, full reports or Gift Aid. There is no free trial of Standard or Plus — you see the price before you pay.

What each plan includes

Free

• One fund
• Cash book lines, accounts and categories you can manage
• CSV import and export
• Reconcile ticks and receipt attachments

Standard

• Everything on Free
• More than one fund (restricted, designated, endowment)
• Member directory
• Subscription plans, renewals and arrears
• Income and expenditure
• Annual return figures
• Year-end snapshot and handover export
• Grant and funding match

Plus

• Everything on Standard
• Gift Aid declarations, donations and claim build
• GASDS small cash donations
• Examiner pack
• Live sending of claims to HMRC

There is no sales call and no setup fee. Open Start free, or go to Sign up at vasker.co.uk/accounts/signup/.

1. Enter the organisation name as the committee knows it — the name on the bank statement is a good start.
2. Choose the organisation type: Charity, CASC, Unregistered club, PTA, CIO, or Charitable company.
3. Enter your email, a username and a password, then confirm the password.
4. Choose a plan. Gift Aid submission needs Plus. You can start on Free and change later.
5. Tick that you agree to the Terms, Privacy Policy and Data processing addendum. Your organisation is the controller of member and donor records.
6. Optionally tick product updates.
7. Complete the security check (Cloudflare Turnstile) and choose Create organisation.

You land on a welcome checklist: add a bank account, enter a transaction or import a CSV, add members when you are ready, and open Gift Aid on Plus when you need a claim.

Organisation details that matter later

You can fill these after signup. Keep them accurate before you build a Gift Aid claim. A Treasurer or Chair edits them under Account → Organisation settings, also linked from the dashboard shortcuts.

• HMRC Charities reference (CHARID)
• Regulator: Charity Commission for England and Wales (CCEW), OSCR, CCNI, or Other
• Charity number and, if you have one, Companies House number
• Address and postcode
• Authorised official forename, surname, postcode and phone — the person HMRC expects on a claim
• Financial year-end day and month (the default is 31 March)
• Accounting basis: receipts and payments, or accruals

1. Open Account → Organisation settings.
2. Update the name, type, address, registration numbers, year end, accounting basis or authorised official.
3. Choose Save settings. Every change is recorded in the audit log.

The Gift Aid and GASDS tickboxes are on the same page. They are locked below the Plus plan. To change plan, use Account → Billing.

Sign in

1. Open Sign in at vasker.co.uk.
2. Enter your username and password.
3. Complete the security check.
4. Enter the two-factor code. By default Vasker emails a 6-digit code. If you added an authenticator app or a passkey under Account → Security, choose that method instead.

Email codes expire after 10 minutes. Use Send a new code if you need another. Check spam if nothing arrives, and confirm the email on Account → Profile is still right.

Reset or change a password

On Sign in, choose Forgot password?, enter your email, and follow the link. Choose a new password, then sign in again.

While signed in, open Account → Security, then Change your password. Enter the current password and the new one.

Profile

Account → Profile is your first name, last name and email. Keep a working email so password resets and two-factor codes reach you.

Authenticator app

1. Open Account → Security.
2. Choose Set up authenticator app.
3. Scan the QR code in Google Authenticator, Microsoft Authenticator, 1Password or similar — or type the key.
4. Confirm with a 6-digit code from the app.
5. At the next sign-in, choose Authenticator instead of email.

Passkeys

A passkey uses the fingerprint, face or device PIN you already have. Under Passkeys, name the device and choose Add passkey, then follow the browser prompts. Remove or rename passkeys on the same page. At sign-in choose Passkey if one is enrolled.

Sign out

Account → Sign out. Use this on a shared hall laptop or a committee tablet.

The dashboard shows your role, recent audit activity, and shortcuts. Shortcuts include Cash book, Add transaction, Import bank CSV, Members, Grant and funding match, Income & expenditure, Audit, Team, Billing, Profile and Switch organisation.

Finding your way

Cash book

The ledger of money in and out.

Members

Club membership directory, plans, renewals and arrears.

Gift Aid

Declarations, donations and claims (Plus).

Funding

Grant and funding match (Standard and Plus).

Reports

Income & expenditure, annual return figures, examiner pack, handover export, year-end snapshot.

Audit

Who changed what, with a CSV export.

Account

Profile, Security, Billing, Organisation settings, Team, Switch organisation, Sign out.

More than one organisation

Account → Switch organisation lists every club you belong to. The active organisation controls which books you see. The name in the header is the club you are working in now.

Cookies

The first time you visit, a banner asks whether to allow analytics cookies. Nothing optional is set until you accept. To change your choice later, use Cookie settings in the page footer.

Open Account → Team, or Team from the dashboard. Invite the people who need to see the books — not every club member.

Roles

Invite someone

1. Open Team as Treasurer or Chair.
2. Choose Invite.
3. Enter their email and choose a role.
4. Send the invite. They receive a link.
5. They open the link. New users set a password; existing Vasker users sign in. Accepting joins them with the invited role.

Resend a pending invite from the same Team list. Change a role from the person’s row. Remove a membership the same way — you cannot remove yourself.

Open Cash book from the main menu. The page is meant to feel like a spreadsheet: money in is positive, money out is negative. Account balances sit at the top as chips.

Accounts — where the money sits

Open Cash book → Accounts. Create an account for each place money actually lives.

You can store the last four digits of the sort code and account number so the examiner can match the statement without you typing the full numbers into Vasker. Set an opening balance from the statement on the day you start.

Edit, retire or delete an account

1. Open Cash book → Accounts and choose Edit on the account's row.
2. Change the name, type, last four digits or opening balance, then choose Save changes.
3. When you close a bank account, untick Active and save. Past lines keep it and reports still show it, but it drops out of the list for new lines.
4. To delete an account added by mistake, scroll to Delete account and confirm.

You can only delete an account that has no cash book lines and no bank imports. Otherwise the page tells you how many there are and suggests unticking Active instead.

Funds — why the money is held

Open Cash book → Funds. A default General fund is created for you. Free includes one fund. Standard and Plus let you add more.

Edit, retire or delete a fund

1. Open Cash book → Funds and choose Edit on the fund's row.
2. Change the name, fund type or opening balance, then choose Save changes.
3. To stop using a fund, untick Active and save. Past lines keep it and the fund balance still shows in reports.
4. To delete a fund added by mistake, scroll to Delete fund and confirm.

A fund can only be deleted when no cash book line or subscription plan uses it, because deleting it would take money out of your fund balances. You also need at least one fund: Vasker will not delete or retire your only active fund. You can rename General fund to anything you like; Vasker will not put it back.

Categories

Open Cash book → Categories. Categories are income and expense labels. Many defaults are seeded, for example Membership subscriptions, Donations, Fundraising events, Grants, Venue hire and Insurance. The starter list is only seeded once, so anything you rename, retire or delete stays that way.

A category can carry an annual return heading used by the Charity Commission, OSCR and CCNI helper packs. Assign the right heading when you create or edit a category so you are not remapping at year end. Extra headings such as Legacies or Governance costs fill CCNI and larger-return lines.

Add a category

1. Open Cash book → Categories.
2. Fill in the Add category form: name, income or expense, and the annual return heading.
3. Pick a parent if you want it grouped under another category, for example Hall rent under Premises.
4. Choose Save category.

Edit a category

1. Open Cash book → Categories.
2. Choose Edit on the category's row.
3. Change the name, annual return heading or parent.
4. Choose Save changes.

A rename carries through to every line already using the category, and to reports. Once a line or a subscription plan uses a category, its direction (income or expense) is locked so past lines still add up the right way. Create a new category if you need the other direction.

Retire a category you no longer use

1. Open Cash book → Categories and choose Edit on the category.
2. Untick Active.
3. Choose Save changes.

An inactive category drops out of the lists for new lines, CSV imports and subscription plans. It is shown greyed out with an Inactive badge. Past lines keep it, reports still count it, and you can tick Active again at any time.

Delete a category

1. Open Cash book → Categories and choose Edit on the category.
2. Scroll to Delete category.
3. Choose Delete category, then confirm.

Add a line

1. Open Cash book → Add line, or Add transaction from the dashboard.
2. Set the date the money moved — the bank date, not the day you type it.
3. Choose Money in or Money out.
4. Enter a positive amount. Direction already says which way it goes.
5. Choose the account and the fund. Restricted money belongs on a restricted fund.
6. Choose a category so reports and annual return lines stay useful.
7. Add a description the next treasurer will understand in two years.
8. Add payee or payer, and a reference if the statement has one.
9. Save.

Open a line from the cash book to edit it. Search and filters cover description, payee, account, fund and reconciled status.

Delete a line

1. Open the line from the cash book.
2. Scroll to Delete transaction at the bottom of the page.
3. Choose Delete transaction, then confirm.

Only delete a line that was entered by mistake or twice. Any receipts attached to it are deleted too. If the page says the line can't be deleted, it tells you why:

Export

Cash book → Export downloads transactions.csv for a spreadsheet, an examiner who prefers CSV, or your own archive.

Every bank exports CSV differently. Open Cash book → Import CSV, or Import bank CSV from the dashboard.

1. Download a CSV from your bank for the period you want.
2. Open Import CSV and upload the file.
3. Choose a mapping profile. Built-in profiles include Generic UK CSV and High street in/out.
4. Review the rows Vasker read.
5. If the import finds possible duplicates, skip them unless you are sure the bank really charged twice.
6. Confirm the import.
7. Open Past imports if you need to see what a batch brought in.

Duplicates are hashed from account, date, amount and a normalised description. Banks do produce genuine duplicates — the screen lets you override a skip when that happens.

Undo an import

Imported the wrong file, or into the wrong account? Open Cash book → Past imports, open the batch and choose Undo import. Vasker removes the batch and every line it added, including any changes you made to those lines since.

Undo is not offered once any line from the import is reconciled, linked to a Gift Aid donation or linked to a member payment. Untick those lines or delete other lines one at a time instead.

Reconcile the bank

On the cash book, tick transactions that match the statement. You can also open the reconcile view for unreconciled items and the book balance. Work down the statement. Tick as you clear each line.

Each transaction shows a reconcile status. Filter the list by reconciled or unreconciled when you only want the leftover.

Receipts

1. Open the transaction from the cash book.
2. Upload the receipt attachment on the detail page.
3. Keep the file with the matching line so the examiner and the next treasurer can find it.

Uploaded the wrong file? Choose Delete receipt next to it on the transaction page, confirm, and upload the right one.

Members sits on Standard and Plus. Open Members from the main menu. Search by name. Open a person to view or edit the record and any linked Gift Aid declaration.

Add a member

1. Open Members and add a new member.
2. Enter first name, last name, and contact details you actually use.
3. Add address line, town and postcode if you will claim Gift Aid on their gifts.
4. Set member type (the default is Member), joined date and status.
5. Save.

Status

Edit or delete a member

1. Open Members and open the person.
2. Choose Edit, change the details, and choose Save.
3. When someone leaves, set their status to Left and fill in Date left.

Delete member, at the bottom of the Edit page, is for someone added by mistake. It only appears when the member has no payments, Gift Aid declarations or donations on record, and it removes their subscriptions too. If they have any of those, HMRC expects the records to be kept for six years, so change their status to Left or Lapsed instead.

Create a subscription plan

1. Open Members → Plans.
2. Create a plan with a name the committee will recognise, for example Adult member or Junior.
3. Set the amount and frequency: Annual, Monthly, Termly or One-off.
4. Link a fund and a category so payments post to the right place in the books.
5. Save. Leave the plan active while you still use it.

Edit or delete a plan

1. Open Members → Plans and choose Edit on the plan's row.
2. Change the name, amount, frequency, fund or category, then choose Save changes.
3. To stop offering a plan, untick Active and save. Members who already have it keep it.
4. To delete a plan added by mistake, scroll to Delete plan and confirm.

A new amount only applies to renewals you generate from now on. Subscriptions already set up keep the amount they were given. A plan can only be deleted when no member subscription uses it; otherwise untick Active.

Generate renewals

1. Open Members → Renewals.
2. Choose the plan and the period.
3. Generate subscriptions in bulk for members on that plan.
4. Check the list. Status starts as Due.

Subscription statuses you will see:

• Due — nothing received yet.
• Part paid — some of the amount has arrived.
• Paid — the amount due is covered.
• Waived — the committee agreed not to collect.
• Written off — you have given up collecting the balance.

Add, edit or remove one member's subscription

1. Open the member. Their subscriptions are listed in a table.
2. Choose Add subscription for a one-off, or Edit on a row to change the plan, dates, amount due or status.
3. Choose Save.

Due, Part paid and Paid are worked out from the payments recorded against the subscription, so you do not set them by hand. Choose Waived or Written off when the member will not be paying. Remove subscription, on the Edit page, only works when no payment is recorded against it.

See who is overdue

Open Members → Arrears. From there you can record a payment or send an email reminder before the AGM or a renewal deadline.

Record a membership payment

1. Open Members → Record payment, or record from Arrears.
2. Choose the member, amount, date and method.
3. Method options are Cash, Bank transfer, Card, GoCardless, Stripe, Cheque or Other.
4. Tick to create a matching cash-book line if the money should hit the books now.
5. Save. The subscription status updates from the amount paid.

Correct or delete a payment

1. Open the member. Their payments are listed in a table.
2. Choose Edit on the payment.
3. Change the amount, date, method or notes and choose Save changes. The linked cash book line and the subscription update to match.
4. Or scroll to Delete payment and confirm. Vasker deletes the payment and the cash book line it created, and puts the subscription back to what the remaining payments cover.

If the payment's cash book line is reconciled, the amount and date are locked and the payment can't be deleted. Untick Reconciled on that line in the cash book first. A payment whose line is also linked to a Gift Aid donation can't be deleted.

Reminders

From Arrears, choose the overdue subscription and send the email reminder. Use it as a gentle chase, not a final demand, unless the committee has agreed stronger wording outside Vasker.

Open Gift Aid in the main navigation. The home page shows how many donations are not yet claimed, with links to Donations, Declarations, Claims and Build claim.

Over half of registered charities claim no Gift Aid. A typical small club leaving a few thousand pounds of donations unclaimed is walking away from several hundred pounds a year. That is a planning illustration, not a promise for your club. Run the free Gift Aid gap calculator if you want a rough figure before you collect declarations.

What Plus covers

• Enduring, single and verbal declarations
• Individual, sponsored-event, aggregated and GASDS small donations
• Claim build with validation
• IRmark on a prepared claim
• Retention of request and response XML as dispute evidence
• Live send when HMRC recognition is granted

Open Gift Aid → Declarations → new, or start from the member’s record.

1. Choose Enduring for regular givers, Single donation for one gift, or Verbal only when that is how the declaration was given and recorded.
2. Enter donor name and address. House number or name and postcode are required.
3. Set the date given, valid from, and valid to if it ends.
4. Confirm they are a UK taxpayer who wants you to claim Gift Aid.
5. Optionally upload evidence — a scan of the paper form or a signed PDF.
6. Save.

Address rules that catch people out

• Use the house number or name the donor would put on a form, plus the postcode.
• For British Forces Post Office addresses, put the BFPO number in the house field (for example 59 BFPO 8) and use the equivalent BF-series postcode, not “BFPO n”.
• An optional title field accepts one to four letters with no spaces or full stops.

Edit a declaration

1. Open Gift Aid → Declarations and choose Edit on the declaration's row.
2. Fix the details and choose Save changes.

Once any donation relying on the declaration is on a claim, the member, type, date given, valid from and taxpayer confirmation are locked, because a claim was built on them. You can still correct the name, house and postcode, add evidence if none was uploaded, and set an end date, but not one earlier than the last claimed gift.

Cancel a declaration

1. Open Gift Aid → Declarations and choose Edit on the declaration's row.
2. Enter the Cancelled on date, and a reason if you have one.
3. Choose Save changes. The list shows a Cancelled badge.

A cancelled declaration is no longer used for new claims, but the record stays. Clear the date if you cancelled it by mistake. HMRC expects Gift Aid records to be kept for at least six years.

Delete a declaration

Delete declaration, at the bottom of the Edit page, is for one entered by mistake. It only works when no donation relying on it is on a claim. If the donations are on a draft claim, delete the draft claim first. If they are on a claim sent to HMRC, the declaration must stay: record a cancellation instead.

1. Open Gift Aid → Donations → new.
2. Enter the date and amount.
3. Choose the donation type.
4. Mark whether it is Gift Aid eligible.
5. Link the member and declaration where required.
6. Optionally link the matching cash-book transaction.
7. Save.

The Gift Aid home page highlights pending unclaimed donations ready to include when you build a claim.

Edit or delete a donation

1. Open Gift Aid → Donations and choose Edit on the donation's row.
2. Change the details and choose Save changes, or scroll to Delete donation and confirm.

You can change or delete a donation freely until it goes on a claim. After that the list shows View instead of Edit and every field is read-only. If it is on a draft claim, delete the draft claim to release it. If it was on a claim sent to HMRC, correct any mistake with HMRC on a later claim.

Changing or deleting a donation never changes its linked cash book line. Edit the cash book separately if the money is wrong there too.

Build a claim

1. Open Gift Aid → Build claim.
2. Choose the claim period.
3. Optionally include a GASDS top-up for the same period.
4. Review every validation issue the screen lists. Fix them before you continue.
5. Create the claim.
6. Open the claim to see lines, totals and the IRmark.

Statuses

Delete a draft claim

Built a claim for the wrong period, or need to fix a donation on it? Open the claim and choose Delete draft claim. Its donations go back to unclaimed, ready for a new claim. This works for Draft and Ready to submit claims, and Error claims that were never sent. A claim that has been sent to HMRC can't be deleted; keep it with your Gift Aid records.

What validation often blocks

• Missing or inactive declarations
• Incomplete donor addresses
• Ineligible donation types
• GASDS rule problems
• Incomplete organisation or authorised official details

Submit to HMRC

Open a Ready claim and choose submit. Enter your Government Gateway Sender ID and password for that request only. Vasker does not store the password. The claim goes to HMRC's live Charities Online service. There is no test option on this screen.

Only the treasurer or chair can send a claim. Vasker never sends claims automatically. Your organisation remains the claimant and must check the figures.

IRmark and evidence

An IRmark is a checksum HMRC uses to identify the claim payload. After a claim is prepared or submitted, the IRmark appears on the claim so you can match acknowledgements.

Request and response XML can be retained inside your organisation as dispute evidence if HMRC later queries the claim.

The Gift Aid Small Donations Scheme is a top-up on qualifying small cash donations where you do not have an individual declaration, subject to HMRC rules and caps. It does not replace declarations for named regular gifts.

In Vasker

1. Keep a collection record: event, date, cash totals.
2. Create a donation with type Small donation (GASDS).
3. When you build a claim, optionally include a GASDS top-up for the period.
4. Fix any GASDS validation the build screen lists before the claim is Ready.

Open Funding after you sign in. Tell Vasker what you need money for. It scores UK government grants, lottery programmes and local funds from a catalogue it refreshes each week (Find a Grant, GOV.UK, Lottery Good Causes, the National Lottery Community Fund, and foundation websites).

You get a match score, how to apply, and application tips. There is no free trial of this tool.

1. Open Funding. Treasurer, chair or secretary can run a new search. Others can still open past results.
2. Check the prefilled organisation name, type, charity number, town and postcode. Change anything that is wrong.
3. Describe the cause, who benefits, the project, the amount sought and when you need it.
4. Choose Find matches.
5. Open a match to read the score, gaps, how to apply and tips.
6. Follow the official page before you start an application.

To tidy up, open a past search and choose Delete search at the bottom. Its matches and any apply notes go with it; the grants stay listed for future searches. A saved search can't be edited, because its matches were scored from what you entered. Run a new search instead.

1. Open Reports → Income & expenditure, or the same link from Cash book reports.
2. Set the period.
3. Read income, expenditure and net, split by category and by fund.
4. Use the prior-year comparison when trustees want movement, not just this year’s totals.
5. Download the PDF from Reports when you need a file.

If the PDF engine is unavailable, Vasker falls back to HTML. Try again, or use the on-screen report and the handover or examiner exports. Email [email protected] if it keeps failing.

Open Reports → Annual return figures. Set the period and pick the pack that matches the portal you file in:

• Charity Commission for England and Wales
• OSCR (Scotland)
• CCNI (Northern Ireland)

Lines the books do not split — for example CCNI legacies or governance — show as zero for you to fill from the accounts if they apply. Extra category headings you assigned during the year feed those packs.

Independent examiner pack

Open Reports → Examiner pack. Download the ZIP. It includes transactions, fund analysis, bank balances, arrears and an income and expenditure PDF so the examiner has one bundle.

Invite the examiner with the Independent examiner role if they should log in and look around without changing records. Examiner tooling sits on Plus.

Treasurer handover

When your term ends, open Reports → Handover export and download the ZIP. It includes the full cash book export, members, Gift Aid declarations and claims, plus a README.

• Remove leavers from Team after the new treasurer can sign in.
• Pass bank signatory changes outside Vasker — the bank will not read this ZIP.
• Tell the next treasurer where the Government Gateway login lives. Do not store that password in Vasker.

Year-end snapshot

1. Finish reconciliations and reviews for the year.
2. Open Reports → Year-end snapshot as a write role (not Viewer or Independent examiner).
3. Set the year-end date and snapshot the closing fund and account balances.
4. Read the closing list Vasker shows. History is kept; reports stay date-filtered.

Open Audit from the main navigation. Each row is who did what, and to which object. Open an item to see before and after. Export from the list when an examiner or the committee wants a file.

The dashboard also shows recent audit activity so a chair can see that the books are being used.

App Store and Google Play

The Vasker iPhone, iPad and Android apps are a native treasurer client for the same cash book, members, Gift Aid and reports. Bundle ID is co.uk.vasker.app. Sign in with the same account you use on the website.

Install the Progressive Web App

• iPhone or iPad — use the App Store, or open Vasker in Safari, tap Share, then Add to Home Screen.
• Android — use Google Play, or open Vasker in Chrome and accept Install Vasker, or use Install app in the navigation.
• Windows, Mac, Chromebook or Linux — open Vasker in Chrome or Edge and use Install app, or the desktop install prompt. On Mac Safari, use the browser’s add-to-dock option when it appears.

Not now on the install prompt hides it for about 30 days. Install app in the navigation still works. Installed Vasker opens in its own window without the full browser chrome. Shortcuts include Cash book, Members and the Gift Aid calculator.

Offline

Some cached pages may still open. You will see an offline screen explaining that the cash book needs a connection. Reconnect and tap Try again.

A card payment on the website does not cancel an App Store or Google Play subscription. The stores cannot cancel a Stripe subscription for you. If you are not sure which method you are on, email [email protected] with the organisation name.

Website (Stripe)

1. Sign in as Treasurer or Chair.
2. Open Billing at vasker.co.uk/app/billing/.
3. Choose Subscribe to Standard or Subscribe to Plus. If you already pay by card you can switch between those plans on the same page.
4. Complete Stripe Checkout. The plan updates when Stripe confirms the payment.
5. Open Manage billing in Stripe to update the card, download invoices, or cancel at the end of the current year. You can also use the Stripe customer portal link from that page.

If you see “Ask a treasurer or chair to change this organisation’s plan,” ask one of them. If the organisation is on an Admin Gift, card checkout is not used while the gift is on.

iPhone and iPad (App Store)

1. Open the Vasker app from the App Store, not the website in Safari.
2. Sign in as Treasurer or Chair.
3. Open More, then Subscribe to Standard or Subscribe to Plus.
4. Confirm with Apple (Face ID, Touch ID or your Apple ID password).
5. Wait until Vasker shows the plan. If the paywall stays up, tap Restore purchases.

Apple renews yearly until you cancel. Cancel at least 24 hours before the next renewal if you do not want to be charged again. On the device: Settings → your name → Subscriptions → Vasker. Or open apps.apple.com/account/subscriptions on a device signed in with the same Apple ID.

Vasker cannot cancel an App Store subscription from Billing on the website, from Stripe, or by email.

Android (Google Play)

1. Open the Vasker app from Google Play, not Chrome on the website.
2. Sign in as Treasurer or Chair.
3. Open More, then Subscribe to Standard or Subscribe to Plus.
4. Confirm in Google Play.
5. If the plan does not update, tap Restore purchases on the paywall.

Cancel in the Play Store: profile icon → Payments & subscriptions → Subscriptions → Vasker, or play.google.com/store/account/subscriptions with the same Google account. Vasker cannot cancel a Play subscription from the website.

If you stop paying

Your data is not deleted the same day. You keep read access for a grace period so you can export a handover pack, income and expenditure figures, and Gift Aid records. After the grace period, inactive accounts may be archived and later deleted. Export before you leave, or email [email protected] if you want deletion sooner.

Who operates Vasker

Tweed Tyne Technologies Ltd, a private limited company registered in Scotland, company number SC874131. ICO registration ZC184042. Details and a Companies House link are on Who we are.

What is held

Depending on what you use: organisation details, cash-book transactions, member names and addresses, Gift Aid declarations, donation records, uploaded receipts, and officer login details. Government Gateway passwords are not stored.

Member, donor, authorised-official and Gift Aid XML personal data is encrypted at rest. Postgres row-level security isolates every tenant table by organisation.

Service notices

Tweed Tyne Technologies keeps a customer list in its own support system so it can send service and legal notices, such as a change to the Terms or Privacy policy. It holds your organisation name, whether the account is open, the names and email addresses of treasurers and chairs, and whether they asked for product updates. Nothing from your books goes there.

Service notices go to treasurers and chairs whatever they chose. Product news goes only where every treasurer and chair ticked product updates at signup. Organisations that signed up before 29 September 2026 are treated as not opted in.

Where it is hosted

Production application data is hosted in the EEA on Railway (EU-region workloads): application hosting, managed PostgreSQL, Redis and media storage. Encrypted offsite backups go to IDrive e2 in London. Connections use HTTPS.

Your rights and deletion

You remain responsible for a lawful basis to hold member and donor data. Individuals keep their UK GDPR rights. Email [email protected] for controller requests about Vasker’s own processing, or to ask for deletion. Export a handover pack first if the next treasurer needs history.

Read Security and compliance, the Privacy policy, Terms of service and the Data processing addendum under Policies on the website.

I did not get a password reset or 2FA email

• Check spam and that Account → Profile has the right address.
• Request the email again. Codes expire after 10 minutes.
• If it still does not arrive, email [email protected] from an address we can match to the organisation.

Apple or Google charged me and Vasker still shows Free

Open More → Subscribe and tap Restore purchases, signed into the same store account and the same Vasker organisation. Then email [email protected] with the organisation name and the store transaction or Play order number.

Build claim lists issues

Work down the list on the screen. The usual fixes are a missing postcode, a cancelled declaration, a donation marked ineligible, or a blank authorised official on the organisation. A Treasurer or Chair fills in the address and authorised official under Account → Organisation settings.

The income and expenditure PDF failed

Try again. Use the on-screen report or the handover and examiner exports. Contact [email protected] if it keeps failing.

Report a bug

Email [email protected] with what you were doing (desktop, mobile or installed app), what you expected, and what happened. A screenshot helps for layout issues.

Short definitions as this book uses them. Regulator and HMRC meanings can be stricter — check current guidance when a claim depends on the word.

Account

Where money sits: bank, cash, PayPal, card. Not the same as a fund.

Annual return figures

Copy-across totals for Charity Commission, OSCR or CCNI portals. Vasker does not file the return.

Arrears

Subscriptions that are overdue.

Authorised official

The person HMRC expects on a Gift Aid claim for the organisation.

CASC

Community amateur sports club.

Cash book

The organisation’s ledger of money in and money out.

Category

An income or expense label. Can carry an annual return heading. Edit, retire or delete it under Cash book → Categories.

CHARID

HMRC Charities reference for the organisation.

Declaration

A donor’s Gift Aid declaration: enduring, single or verbal.

Designated fund

Money the committee has earmarked. Still unrestricted in law.

Examiner pack

A ZIP of transactions, funds, bank balances, arrears and an income and expenditure PDF for the independent examiner.

Fund

Why money is held: unrestricted, restricted, endowment or designated.

GASDS

Gift Aid Small Donations Scheme — a top-up on qualifying small cash gifts without named declarations, subject to HMRC rules and caps.

Gift Aid

Basic-rate tax relief a charity or CASC can claim on eligible gifts from UK taxpayers. Treat 25p in the pound as the current rate and check live HMRC guidance.

Handover export

A ZIP of the cash book, members, Gift Aid declarations and claims, plus a README for the next treasurer.

Independent examiner

The person who checks small-charity accounts. In Vasker this is also a read-only role.

IRmark

A checksum HMRC uses to identify a Gift Aid claim payload.

Members

The club membership directory. Different from Team.

Organisation

Your club or charity on Vasker. All records belong to it.

Plus

The £119 a year plan with Gift Aid, GASDS and examiner tooling.

Restricted fund

Money that must be used for a stated purpose.

Standard

The £59 a year plan with full books, members, reports and funding match.

Team

People who can sign in to Vasker.

Year-end snapshot

A record of closing fund and account balances. It does not rewrite opening balances.

Product questions, data requests or a treasurer handover: [email protected] or [email protected].

Billing questions: [email protected].

Phone: 0131 2100 411.

Public site: vasker.co.uk. Support centre: vasker.co.uk/support/.

Other pages worth keeping

• Gift Aid gap calculator — a rough estimate, no account required.
• Treasurer guides — longer articles on sports clubs, PTAs, Scout groups, CASCs, churches, GASDS and year-end.
• Who we are — operator identity and HMRC recognition status.
• Security and compliance, Terms, Privacy and Data processing addendum.

© Tweed Tyne Technologies Ltd. Vasker is a trading name. Company number SC874131. ICO ZC184042.

Edition date 20 September 2026. Printed copies and ebooks may be shared with your committee and examiner. Do not scrape this book into another product.