You manage a building or compound, or you are the treasurer of an owners' association, and you want to give owners an account they can trust in ten minutes: what came in, what went out, on what, and what is left. The free monthly transparency report for owners' associations produces that page from two logs you type and a few figures, ready to print or send to the owners' WhatsApp group. The template and its page are in Arabic.
The problem it solves
Suspicion about the association's money usually starts with vagueness, not theft: an amount nobody can place, a verbal answer in the lift, numbers said at a meeting and forgotten. What is missing is not more numbers but the same numbers, in the same order, in one place, every month.
How the sheet works, step by step
- In Settings you type the association name and year, pick the month from a list, and enter the opening balance.
- In Income you record each amount received: date, type, amount and a note.
- In Expenses you record each amount paid: date, category, payee, amount and invoice number.
- In Monthly data you type one row per month: late units, total owed, reserve fund balance, open and closed maintenance requests, executed and pending decisions. These can come from the monthly totals of your other association sheets, such as the reserve fund sheet and the dues collection sheet, or from any record you keep. This sheet stands on its own.
- Open Monthly report and everything is calculated.
What the report shows
- Income by type: subscriptions, donations, shared-space rent and other, each with its share, last month and the difference.
- Spending by category: cleaning, security, electricity, water, lifts, repairs, gardens and other, with each category as a percent of total spending so owners can see where the money goes.
- The result: net for the month, opening and closing balance.
- Comparison with last month: every figure sits next to last month's, with the difference and a ▲ or ▼ arrow.
- State of the association: late units and total owed, reserve fund balance, open and closed maintenance requests, executed and pending decisions, and how many expenses have no invoice number.
- The foot of the page: a privacy note and signature boxes for the treasurer, the chairperson and the date. It prints on one A4 sheet.
The Year summary lists the twelve months in order: income, expenses, net and closing balance.
An example from the sample sheet
These numbers come from the sample data inside the sheet, for an imaginary association, not a real one. The sample opening balance is 25,000 pounds and the chosen month is October 2026.
- Income 14,600: subscriptions 11,700, shared-space rent 2,000, donation 500, other 400.
- Expenses 14,940: the biggest line is security at 4,000 (26.8% of spending), then lift maintenance at 3,000 (20.1%), then cleaning at 2,500 (16.7%).
- Net for the month: -340. Opening balance 24,520, closing 24,180.
- Against September: spending rose from 10,590 to 14,940, mainly because lift maintenance (3,000) is quarterly and fell in October, and repairs rose from 650 to 1,800, and the closing balance dropped from 24,520 to 24,180.
- Late units 6, down from 8; total owed 3,600, down from 4,800; reserve fund 40,000.
- One expense without an invoice number (meeting refreshments) is flagged, so the manager knows to complete the paperwork before publishing.
Why it matters
- Trust: the same numbers each month in the same order, with last month beside them, show what changed before anyone asks.
- Time: record as things happen, instead of collecting figures the night before the meeting.
- Privacy: totals only, with no owner names or unit numbers. Payee names stay in the expense log.
- Evidence: attaching invoice copies is advised, and the sheet counts the expenses missing one.
- Works in Excel 2016 and later, Google Sheets and LibreOffice, free, with room for 1,000 income and 1,000 expense rows.
The online version
The sheet page opens on this example. Type in the white cells and the grey ones update at once, add records with a form, and pick another month in Settings to see its report. You can import your own xlsx made from this sheet, export your work to xlsx, or download the original Excel file. Your data stays in your browser and is not sent to a server. Open the sheet page or the templates list.
Who it suits
A treasurer or manager of a small or medium building or compound who wants a clear monthly account without complicated software. If several people need to record at once, the sheet is a good start and software can be built around your way of working later. For collecting rent on property you own, see the rent collection tracker.