Residents' Association Subscriptions and Accounts Sheet

Who this is for

Subscriptions, spending and the balance, in one place. The sheet lists which households have paid their subscription, records every other payment in and out with a running balance, and gives the figures for a simple statement to members.

Treasurers of residents' and tenants' associations, street groups and block committees who handle modest sums and need to account for them at the annual meeting.

What this helps you track

• Which households have paid this year's subscription, how and when
• Subscriptions banked, other income and every item of spending in date order
• A running balance from the opening figure you carry forward
• The closing balance and the share of households that have paid

How to use it

1. Write the association, the year, the treasurer and the opening balance carried forward from last year's closing figure.
2. List every household you collect from in the subscriptions table, and fill in the amount, date and method as each one pays.
3. When you bank subscriptions, enter the sum as one line in the subs banked column of the accounts table so the balance matches the bank.
4. Record other income, such as raffle takings or donations, and every payment out, with a receipt number in the item description.
5. The running balance and summary are worked out in the browser and the workbook; on paper, add and subtract each line from the balance above.
6. At the year end, give members the summary figures and keep the receipts with the sheet.

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 record subscriptions twice?

The first table shows who has paid; the accounts table shows when the money reached the bank or cash box. Keeping both lets you spot subscriptions collected but not yet banked.

Do we need our accounts examined?

That depends on your constitution and on any rules for groups of your type where you are. Many small associations ask a member who is not on the committee to check the sheet against the bank statement each year.

How do we show members the accounts?

Use the summary: opening balance, subscriptions, other income, spending and closing balance. Bring the sheet and the receipts to the annual meeting for anyone who wants to look closer.

What about households that pay in cash?

Record them with the method as cash and give a receipt. Bank cash promptly and enter the banked total as a single line so the balance still agrees with the statement.