You are the treasurer or manager of an owners' association and you want to know how much was spent on security, cleaning, the lift and the rest this year, whether any line has gone over budget, and how much is left in the association's fund. The free owners' association budget and expenses sheet answers those questions from three things you type: the budget lines, the expenses, and the total dues collected each month.
The problem it solves
An association's costs repeat but are not constant: the security contract rises, electricity climbs in summer, a big repair comes once a year. Without expenses recorded against invoices and a budget, the board learns a line has overrun only when money runs short, and owners ask "where did the money go?" with no tidy answer. The sheet totals spending by line and month and compares it with the budget as you record.
How it differs from the other sheets
The business expenses and monthly budget sheet is for a commercial business: its own categories, a budget per category per month, several income sources. This sheet uses association lines with a monthly or annual budget (a big repair does not recur monthly) and one income, dues. It also differs from dues collection, which follows what each owner pays; this follows what leaves the fund.
How it works, step by step
- In Settings write today's date, the budget year, the opening balance and the alert percentage.
- In Items write each line with its budget type and amount; in Revenue the dues collected each month.
- In Expenses record each payment: date, line, supplier, invoice number and method.
- The sheet works out per line what was spent, what is left, the spend ratio and the alert, spreads spending over the months, and shows the balance.
What each sheet does
- Settings and Items: the inputs, then budget to date, remaining, spend ratio and alert.
- Expenses: the log; a line name not in Items is flagged.
- Revenue: total dues per month.
- Actual vs budget: spending per line and month, with the difference from the monthly budget below, red when over.
- Yearly summary: budget, spent, remaining, the current balance and a monthly table with a running balance.
A walk-through with the sample numbers
The data below is sample data inside the sheet, not real parties. The sample date is 2026-11-01, so 11 months have elapsed, the alert level is 90% and the opening balance is 15,000 pounds.
- Cleaning (3,000 a month): 30,000 spent against an annual budget of 36,000, so no alert.
- Common-area electricity (2,500 a month): 29,400 spent against 27,500 expected so far, so it shows "over to date" even though it is below the annual 30,000.
- Repairs (24,000 a year): 25,700 spent, so it shows "over the annual budget" with -1,700 remaining.
- Other (6,000 a year): 5,600 spent, about 93%, so it shows "near the limit".
The eight lines' annual budget totals 236,400 and 208,500 has been spent on them (about 88%), leaving 27,900. Dues entered so far total 249,500, so the current balance is 15,000 + 249,500 - 208,500 = 56,000 pounds.
Why it helps
- An early warning before the year ends, not after the money is gone.
- A monthly or annual budget per line, so a big repair is not judged by the security yardstick.
- Actual versus budget by line and month, with a supplier and invoice log to answer owners.
- Works in Excel 2016+, Google Sheets and LibreOffice, free, no sign-up, for 20 lines, 2,000 expenses and 36 months of revenue.
Using the online version
The template page opens on this example. Edit the white (input) cells and the grey (calculated) ones update at once; add records with a form; import your own .xlsx, export to .xlsx, or download the original file. Your data stays in your browser.
Who it suits
The treasurer of an owners' association or a compound manager presenting accounts at a meeting. It complements the dues collection sheet: that shows what came in, this shows what went out.
Common mistakes, and when a sheet stops being enough
Common mistakes: a line name in Expenses that differs from Items (the sheet warns you), treating an annual line as monthly, and forgetting to update the dues total so the balance looks low. If board members want to see the accounts themselves, or several people record at once, consider a custom program from Softwiro.
FAQ
What is the difference between a monthly and an annual budget? A monthly one is multiplied by 12 and compared with the elapsed months; an annual one is compared with the full-year amount.
When does an alert appear? When the annual budget is exceeded, when a monthly line passes what it should have spent so far, or when it reaches the alert percentage.
Does it track what each owner pays? No, revenue here is a monthly total you type; for detail use the dues collection sheet.