Hall Hire Invoice and Payment Log

Who this is for

Every hire of the hall, and whether it has been paid. Each booking gets a line with the hours or sessions, the amount due at your own rate, the invoice number, any deposit held and what has come in, so arrears show up before the next meeting.

Treasurers and bookings secretaries of village halls, church halls, scout huts and community centres who invoice hirers and need to see who still owes money.

What this helps you track

• Every hire in the period, with the hirer and what the hall was used for
• The hours or sessions charged and the amount due at your rate
• The invoice raised and any deposit held
• The date and amount of each payment
• What is still outstanding, hire by hire and in total

How to use it

1. Write the hall, the period and the treasurer at the top, with your own hourly or session rate.
2. Add a line for each hire when it is booked: date, hirer and use, and the hours or sessions.
3. The amount due is the hours times your rate, worked out in the browser and the workbook; on paper, multiply it out and write it in.
4. Write the invoice number when you raise it and note any deposit taken, which is kept separate from the hire charge.
5. Record the date and amount when payment arrives; the balance column shows what is still owed on that hire.
6. Before each committee meeting, check the outstanding total and chase the lines with a balance.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What if some hirers pay a different rate?

The amount due uses the single rate in the header. If you have more than one rate, keep a separate log per rate, or overwrite the amount due in the workbook for that line and note why.

Is the deposit included in what the hirer has paid?

No. The deposit column records money held against damage or cleaning and is not taken off the balance. When you return or keep it, note what happened in the notes area so the cashbook matches.

Where do the rates come from?

From your own hall committee's hire charges. Nothing is supplied. Enter the rate you invoice at, whether per hour or per session, and the arithmetic follows it.

Does this replace the booking diary?

No. The diary shows when the hall is free; this log follows the money once a hire is confirmed. Many halls keep both and tie them together by the date and hirer.