Savings Circle Contributions Record

Who this is for

A clear account for a rotating savings group. Each member's payments are ticked round by round, each round's pot is checked against the amount the group agreed, and the payout schedule shows who receives the pot and when it was handed over.

Organisers of a savings circle, pardner, susu, tontine, committee, chit or tanda, and any group of friends, relatives or colleagues paying into a shared pot that goes to one member each round.

What this helps you track

• Each member's payment ticked off round by round
• What each member has paid in so far
• Who receives the pot in each round and the date it is due
• Whether each round's pot came in at the full amount
• When each pot was paid out and that the member received it

How to use it

1. Write the organiser, what each member pays per round, the pot each round, how often rounds fall and the start date, then the group's own rules in the box below.
2. Fill in the payout schedule in the order the group agreed: the due date and who receives the pot in each round.
3. List the members down both payment grids in the same order, and tick a member's box when their payment for that round arrives.
4. Enter what was collected and paid out each round, and tick received when the member confirms they have the pot.
5. The shortfall, rounds paid and amounts paid in are worked out in the browser and the workbook; on paper, count the ticks and multiply by the contribution. Show members the record whenever they ask.

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

Why are there two payment grids?

One covers rounds 1 to 6 and the other rounds 7 to 12, so a circle of up to twelve rounds fits on paper. Keep the members in the same order in both and add the two paid in figures for a member's total. The browser version lets you add more members.

Where does the pot each round come from?

It is the figure your group agreed, written at the top. In many circles it is the contribution times the number of members, but some groups set it differently, so the sheet uses your figure and shows any shortfall against it.

What if a member pays late or pays only part?

Leave their box unticked until the full payment arrives, and note the date and amount against that round in the payout schedule. How lateness, part payments and swaps are handled is for the group to agree, and the rules box is there to write that down.

Is the record a legal agreement?

No. It is a shared account so every member can see what has been paid and who has had the pot. If your group wants a written agreement or handles large sums, check the rules where you are on informal savings groups.