Free club treasurer spreadsheet

Is this the right sheet for your club?

Use it when you need a record of payments for one bank account. Each row says what moved, when it moved and where the proof is. The file has space for 500 entries. That is a file limit, not a rule about club size.

A cashbook records cash received and paid. It does not show every bill you still owe. Nor does it show every fee a member has promised to pay. Keep those lists too.

If you have several accounts, cash tins or grants with spending rules, ask your accounts adviser for a better setup. This sheet does not prepare annual accounts, tax returns or payroll. Your club still needs its usual checks.

Set up your first month

Choose one bank account and a clear start date. Take the opening balance from its statement. Do not guess it from last month's report.

1. Save the file with your club name and the period it covers.
2. Read Start here. Leave the Example sheet as a guide.
3. Open Blank. Put the opening bank balance in cell B4.
4. Add each payment in rows 8 to 507. Use a real date.
5. Add a reference that helps you find the receipt or bank entry.
6. Enter a positive sum in Money in OR Money out. Leave the other cell empty.
7. Fix any Row check warning before using the totals.

A cashbook example you can check

Our made-up club starts with 1,000 in the bank. Members pay 1,200 in fees. The club pays 180 for a boat repair and 45 for fuel.

The closing balance is 1,975: 1,000 + 1,200 - 180 - 45. This is the sum left in that bank account. It is not the whole club's profit. Some of the money may be needed for bills not yet paid.

Open Example and change the repair cost from 180 to 200. The closing balance should fall to 1,955. Put it back to 180 when you finish. This small check helps you spot a broken formula after importing the file.

Match the sheet to the bank

Use the same end date for the sheet and the bank statement. Enter the statement closing balance in E4. The Difference cell shows the book balance minus the statement balance.

A zero difference means those two totals match. It does not prove that every entry is right. Check the rows as well. Two mistakes can cancel each other out.

For a gap, look for a missing payment, a row entered twice or a fee taken by the bank. Check the dates too. A payment not yet on the statement can explain a timing gap. Keep a note of it. Do not add a false receipt to force the sums to match.

Ask a second committee member to review the statement and receipts. Give them the totals and proof they need. Keep member contact details out of that pack.

• Read the Resource Centre guide to accounts records

Four mistakes worth catching early

Before sharing a report, record its cut-off date. A committee cannot compare two totals fairly if one includes a later payment. Keep the older report as a dated record.

Excel, Google Sheets and sharing

Open the .xlsx file in Excel. In Google Sheets, choose File, Import, then Upload. Check that the example still gives 1,975. Test the dates and Yes/No lists before adding real records.

Google Sheets can give people different access levels. Excel can also support people editing together in a supported cloud setup. You do not need a new club app just to share a spreadsheet.

Choose one owner for the cashbook. Share access with named people. A coloured formula cell is not a lock, and a hidden sheet is not a safe place for private data.

• Google Sheets sharing and version history

What changes in an HQ app?

The cashbook answers: what went through this bank account? A club app can answer a different question: which member still needs to pay?

For example, RowHQ has a membership screen with payment status and reminder actions. That links the fee chase to the member record. This workbook does not send reminders or pull bank payments in.

You may still use a cashbook or accounts package alongside the club app. Ask to see the payment export and match a small test batch before changing your process.

• See membership and payment tools
• Try the membership tracker
• Prepare a treasurer report
• Read the treasurer role guide

Common questions

Is the spreadsheet free?

Yes. There is no signup form. You can change the file for your club. It has no macros, bank connection or paid add-on. You need software that can open an Excel workbook.

Can it track several bank accounts?

Use one file per bank account. Do not add the income totals together without removing transfers between accounts. If that is a regular job, ask for an accounts setup built for several accounts.

Does it work out our annual accounts?

No. It records money received and paid for one account. Your club may need other records and reports. Take advice on the accounts your club must prepare.