Classroom Budget and Spending Log

Who this is for

What the class budget has gone on, and what is left. Write the budget you were given at the top and a line for every purchase; the sheet adds up the spending and shows the remainder, with ticks for the receipt and the claim.

Class teachers, subject leads and departmental heads with a budget to spend and receipts to keep, and anyone who has reached the end of a year unsure whether there was anything left.

What this helps you track

• Every purchase against the budget, with the date, the supplier and what it was for
• How much has been spent so far and how much of the budget remains
• Which purchases have a receipt and which have been claimed back
• What was bought for which class, subject or project, so next year's request has evidence

How to use it

1. Write the budget holder, the class or subject, the year and the budget figure your school gave you at the top.
2. Add a row for each purchase: the date, the item, where it came from and what or who it was for.
3. Enter the amount. The total and the remaining figure are worked out in the browser version and the workbook; on paper, add the column at the foot.
4. Tick receipt when you have it and claimed when the claim has gone in, so a missing receipt is found before the finance office asks.
5. Check the remaining figure before each order, and note anything ordered but not yet paid for in the notes.
6. Keep the sheet with the receipts; together they are the answer to any question about where the money went.

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

Where does the budget figure come from?

From your school. The sheet has a cell for it and no figure of its own, because class and department budgets differ from school to school and year to year.

What if I spend more than the budget?

The remaining figure goes negative, which is worth seeing. Note the reason and who agreed it in the notes.

Does it handle money from a fund or a grant as well?

Yes — put the whole amount available in the budget field, or keep one sheet per pot so each is accounted for separately. The browser version saves each copy in your own browser.

Is it a petty cash record?

Not quite. Petty cash has its own sheet with a float and a running balance. This is a log of spending against an allocation, with the claims tracked.