You run the owners' association of a building or compound and you want to know, without a calculator, which unit has paid the maintenance subscription, which is late, by how many months, when each last paid, and what share of owners is up to date. The free owners' association dues collection tracker answers those questions from two things you type: the units and the payments.
The problem it solves
A monthly subscription is easy for six units and tiring for sixty with different dues: one unit pays by area, a shop pays a fixed amount, one owner pays three months at once, another forgets two. Mistakes come from a forgotten receipt or a payment on the wrong unit, and "how much exactly do I owe?" has no ready answer. The sheet counts months and subtracts payments for every unit each time you open it.
How it differs from the rent sheet
The rent collection tracker is for tenants with leases: start and end dates, a due day and a lease-ending alert. This sheet is for association owners: no leases, one monthly subscription from a single start month, a unit statement and a compliance rate.
How it works, step by step
- In Settings write today's date, the first collection month and the price per metre.
- In Units write each unit's code, owner, phone and area; type a fixed fee only where dues are a set amount, otherwise the sheet uses area times the price.
- In Payments record each amount: date, unit, the month it covers, method and receipt number.
- The sheet works out per unit what is due (months from the start month to now, inclusive, times the fee), what was paid, arrears, months late, last payment and status.
What each sheet does
- Settings and Units: the inputs, then the automatic columns and status (paid, late, paid ahead, or "set the fee").
- Payments: the log; the owner's name appears by itself and an unknown unit code is flagged.
- Statement: pick a unit and see its payments one by one with due and arrears.
- Follow-up: late units from the largest balance, with phones.
- Summary: due, paid, arrears, collection and compliance rates, and this month's collection.
A walk-through with the sample numbers
The names and figures below are sample data inside the sheet, not real people. The sample date is 2026-11-01, the price per metre is 6 pounds and collection started in January 2026, so 11 months are due.
- Unit A-101, 100 m2: dues 600 a month, 6,600 due, all paid, status "paid".
- Unit A-201 pays 600 and has paid eight months only (4,800): arrears 1,800, three months.
- Unit B-101 has paid five months, so arrears are 3,240, six months. Unit B-202 has paid nothing: 8,580, eleven months, first in the follow-up list.
- Unit A-202 has a fixed fee of 800 and paid a month ahead, so its balance is -800 and its status is "paid ahead".
- Unit C-201 has no area and no fixed fee, so it shows "set the fee" and is not counted as late.
Total arrears in the sample are 15,770 pounds out of 87,450 due, a collection rate of about 82%. Only five of the eleven units with a fee are paid or ahead, so the compliance rate is about 45.5%.
Why it helps
- A balance and months late for every unit, computed from the payments themselves.
- Fixed or area-based dues in one sheet; changing the price per metre once updates every area-based unit.
- A ready statement and a follow-up list instead of digging through receipts.
- Works in Excel 2016+, Google Sheets and LibreOffice, free, no sign-up, for up to 300 units and 2,000 payments.
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 collecting dues from ten units to 300 units. To track what the association spends, pair it with the budget and expenses sheet.
Common mistakes, and when a sheet stops being enough
Common mistakes: a unit code in Payments that differs from Units (the sheet warns you). A sheet also needs one person to enter everything. If owners want to see their own balance, or several people record at once, that is the time for a custom program from Softwiro.
FAQ
How do I make dues follow area? Write the price per metre in Settings and each unit's area, and leave "Fixed fee" empty.
What if an owner pays more than is due? The balance goes negative, the status shows "paid ahead" and it is not counted as arrears.
How is it different from the rent sheet? That one is for tenants with leases and end dates; this one is for owners with one monthly subscription and a unit statement.