PTA Treasurer Bookkeeping Spreadsheet

There is no shared link to expire. You import the file into your own Google Drive, so the spreadsheet is yours and cannot break.

• Bookkeeping-Template.xlsx - the 12-tab workbook, works offline in Excel
• Google-Sheets-Setup.pdf - import it into your own Google Drive in three clicks
• READ-ME-FIRST.pdf - the setup steps and what every tab does

Seven plain-English setup steps are built into the first tab. No tutorial to sit through, nothing to install and no account to make with me.

• Annual Dashboard - income, expenses, net profit, money owed, tax set-aside, miles, your best month, a profit-goal ring and charts of where the money comes from and goes
• Monthly Dashboard - pick any month from a dropdown: profit, change vs last month, progress to your monthly goal and every category
• Quarterly - pick Q1 to Q4 for totals, the months inside it and the tax to put aside for quarterly payments
• Income - date, family, invoice number, category, amount, paid yes/no
• Expenses - date, paid to, category, amount, receipt link; business or personal fills itself in from the category
• Mileage - from, to and miles; the deduction is worked out with your own rate
• Unpaid Invoices - up to 40 unpaid invoices in the order you entered them, flagged at 30 and 60 days
• Top Families - ranked by what they paid this year, with invoices and amounts still owed
• Monthly Summary - income, expenses, profit, margin, unpaid and miles for every month
• Tax Summary - totals by category, deductible amounts, mileage deduction and a suggested tax set-aside
• Settings - business name, financial year, currency symbol, mileage rate, tax %, profit goal and your categories
• Start Here - the seven setup steps

• Your financial year can start in any month, and every tab follows it
• Any currency: set your symbol once on Settings
• Every formula is locked in Excel so it cannot be broken by accident (in Google Sheets, type only in the white boxes)
• Categories are dropdowns already set up for PTA, PTO and booster club treasurers, and you can rename them
• Transfers to reserves and pass-through funds are kept out of the totals (they are not spending)
• Room for 1,000 income rows, 1,000 expenses and 500 trips a year

PTA, PTO, booster club and parent group treasurers at any school. This is a bookkeeping and reporting tracker, not tax or legal advice for nonprofits. The tax set-aside starts at 0%, and you can change it on Settings.

Microsoft Excel 2010 or newer (Windows or Mac), or a free Google account for Google Sheets. Nothing else. The Excel file works with no internet connection.

Nothing is posted to you. Your files are ready the moment your order goes through - find them under You, then Purchases and reviews, then Download Files.

Because the files are delivered instantly and cannot be returned, all sales are final. But if a file will not open, will not calculate, or is not what was described, message me and I will fix it or refund you. I would always rather solve the problem than leave you with something you cannot use.

This is a spreadsheet, not tax or legal advice. The summary tab adds up your categories so you have clean figures for your board, members or accountant. It does not file anything for you.

The images show the spreadsheet filled with sample data. Your copy arrives with five example rows on the Income, Expenses and Mileage tabs that you clear before you start.

Your purchase is for your own organization's use. Please do not resell or redistribute the files.

I usually reply to messages within 2 hours.

Yes. Import it into your own Google Drive in a few clicks (the guide shows how), or open it in Excel.

No. You type in your numbers; every total, chart and dashboard updates by itself.

Straight after payment you get a download link, and it is emailed to you too.

Contact us. We fix it, swap it or refund you.