Gift Card and Voucher Balance Tracker

Who this is for

Every gift card and voucher in one place. Each row records where the card is from, who gave it, its value and what has been spent, and the sheet works out the balance left and the days until it expires. The summary shows what you are holding in total and which card needs using first.

Anyone holding several gift cards after a birthday, Christmas or a leaving collection, and households that keep finding vouchers in a drawer after they have run out.

What this helps you track

• Each card or voucher, the retailer and who it came from
• The original value and what has been spent so far
• The balance left on each card
• The expiry date and how many days remain
• Which cards are used up and can be thrown away

How to use it

1. Write your name and the date you last updated the sheet.
2. Add a row for each card or voucher with the retailer, the last few digits of the number and who gave it.
3. Enter the original value and the expiry date printed on the card or in the terms.
4. Update the spent column each time you use a card; the remaining balance and days to expiry are worked out in the browser and the workbook.
5. Tick used up when the balance reaches nothing, and sort by days to expiry to see which to spend next.

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

Should I write the full card number?

No. The last few digits are enough to tell cards apart. Keep the card itself somewhere safe; the sheet is a record of balances, not a copy of the card.

What if a card has no expiry date?

Leave the expiry date blank. The days to expiry column will be empty for that row and it will not affect the others.

Where do I find the balance if I am not sure?

Most retailers show it on the receipt after a purchase, on their website or at the till. Enter what you are told in the spent column so the remaining figure matches.

Can I record vouchers for experiences as well?

Yes. Enter the value if one is shown, or leave it blank and use the expiry date and tick column so the booking deadline is not missed.