School Fees and Trip Payment Record

Who this is for

Everything the school asks you to pay for, on one sheet. Each row is one charge — a term's fees, a trip, music lessons, a club — with the amount, the date and amount paid, and what is still outstanding worked out.

Parents and carers with more than one child, more than one school or more than one letter home a week asking for money, and anyone who pays fees by instalment and wants to see the balance falling.

What this helps you track

• Every charge from the school with the date it is due
• Which kind of charge it is — fees, trip, lessons, club, meals or something else
• What has been paid against each, and when
• The balance still owed on each line and across the sheet
• Which payments went out, so a query to the office can be answered with a date

How to use it

1. Write the child, the school and the year or term at the top.
2. Add a row as each request for money arrives — the due date, what it is for, the kind of charge and the amount asked for.
3. When you pay, write the date and the amount paid. The outstanding column takes one from the other in the browser version and the workbook.
4. Where a charge is paid in instalments, use one row per instalment or update the paid amount as each one goes out — whichever keeps the sheet readable.
5. Check the totals at the foot against the school's statement when it comes, and chase anything that does not match.
6. Keep the finished sheets: they are the record if a payment is ever queried.

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

Can I record instalments?

Yes. Either one row per instalment with its own due date, or one row for the charge with the paid amount updated as each instalment goes out. The outstanding figure is right either way.

What does outstanding show if I overpay?

A negative number, which is worth seeing rather than hiding. Note the reason in the notes and ask the office how the credit will be applied.

Does it handle several children?

One sheet per child keeps the totals clear, but a shared sheet works if you put the name in the what-for column. The browser version saves each tab in your own browser.

Is there a version I can sort by date?

The workbook. Sort by due date to see what is coming, or by the type column to see what trips cost across a year.