You run the owners' association of a building or compound and you hold contracts for cleaning, security, the lift, gardens, pest control and internet. You want to know, without digging through paperwork: what does the association commit to every month? How much have we paid each supplier and how much is still owed? And which contract has expired, or will soon, so we can renegotiate before it renews on terms we don't want? The free owners association service contracts tracker answers these from two things you type: contracts and payments.
The problem it solves
Association contracts end up scattered: a file with the treasurer, a photo in a WhatsApp group, a paper in the property manager's drawer. Nobody remembers which one ends in which month, so a contract lapses unnoticed, or renews when it deserved a price review, or a supplier is paid sums nobody can compare with what was due. At the owners' meeting the treasurer needs an hour to say what the association pays each month.
How it works
You enter today's date and the alert window in "الإعدادات" (Settings), record each contract in "العقود" (Contracts) with supplier, service, phone, monthly value, dates and renewal terms, and record each payment in "الدفعات" (Payments). The sheet then works out months due, total due, paid and remaining per supplier, and each contract's status: active, ends soon, expired or not started. "للتجديد" (Renewals) lists the expired and soon-to-expire contracts, nearest first, with the supplier's phone and your renewal terms. "الملخص" (Summary) gives contract counts, monthly and yearly commitments, due, paid and remaining, and a table per service type.
A walk-through with the sample numbers
The names and figures below are fictional sample data inside the sheet, not real companies, and "today" in the sample is 1 November 2026. The Contracts sheet shows seven contracts:
- Cleaning (4,000 a month): 44,000 due, 40,000 paid, so 4,000 remaining. It ends on 31 December, 60 days away, so it shows "ends soon".
- Security (9,000 a month): the full 108,000 due has been paid, but the contract ended on 30 June, so it shows "expired" and tops the renewal list.
- Lift maintenance (3,500 a month): 31,500 due, 28,000 paid, 3,500 remaining; active until February 2027.
- Gardens (2,500 a month): 25,000 paid against 22,500 due, so the remainder is -2,500, an overpayment; it ends in 43 days.
- Pest control (1,200 a month): nothing remaining, ends in 19 days, second on the renewal list.
- Internet (800 a month): 5,600 due, 3,200 paid, 2,400 remaining.
- Surveillance cameras (1,500 a month): starts in December, so it is "not started" with nothing due yet.
In the Summary the monthly commitment is 12,000 (cleaning, lift, gardens, pest control, internet) and the yearly figure 144,000; the 1,500 for cameras is shown separately because it has not started. The remaining balance owed to suppliers is 9,900 (4,000 + 3,500 + 2,400) with 2,500 overpaid. Renewals lists security, pest control, gardens, cleaning.
Features and why they matter
- An alert before expiry with a number of days you set, so negotiation comes before the deadline, not after.
- Due, paid and remaining per supplier, calculated from the contract and the payments, so the two never disagree.
- Works in Excel 2016 and later, Google Sheets and LibreOffice; free, no sign-up. It holds 200 contracts and 1,000 payments.
Using the online version
The template page opens directly on this example. Type in the white (input) cells right on the page and the grey (calculated) cells update immediately; you can also add a contract or a payment with a form instead of typing into the table. You can import your own .xlsx made from this template, export your work to .xlsx, or download the original Excel file. Your data stays in your browser and is not sent to the server. Open the template page or the template list.
Who it suits, and common mistakes
It suits the treasurer, property manager or chair of a building or compound with a limited number of suppliers. A frequent mistake is writing a supplier's name two ways in Contracts and Payments, so the payment is not credited (the sheet flags "supplier not found"). If you later need several people working at once, you can contact Softwiro. To track general spending alongside contracts, try the expenses and budget template.
FAQ
How is the amount due calculated? The sheet counts monthly cycles from the contract start to today or the contract end, whichever is earlier, multiplies by the monthly value, then subtracts the payments recorded under that supplier.
Can I change the alert window? Yes. Change the number of days in Settings and the contract statuses and renewal list update immediately.
Does an expired contract count in the monthly commitment? No, but anything still owed on it stays visible in the remaining column.