Free Excel Cashbook
This Excel Cash Book is suitable for any small business that wants an easy bookkeeping method - a simple way to track your income and expenses.
The Cash Book is 100% free for you to download and use forever, and it is fully customizable so you can change anything in it.
Requirements
- You need to have Microsoft Excel on your computer which you can get through Office 365.
- Some knowledge of how to use Excel would be beneficial but if you know nothing, excel has a really good 'Help' link with heaps of how-to information, and there are plenty of free tutorials on the internet starting with You Tube.
Note:-
- Use one cashbook per bank account.
- Can be used to enter periodical inventory balances. You can use our Excel Inventory Template to track inventory in detail, and then enter the monthly balances into this cashbook so that your Income Statement and Balance Sheet are up to date.
- Cannot be used for tracking income and expenses off a Credit Card. Use our Expense Form Template designed for tracking expenses off credit cards.
- Cannot be used for Accounts Payable or Accounts Receivable tracking (bills and sales on account)- click on each for a separate spreadsheet on those.
If you are new to Excel I recommend you do this free 5 hr course (book with videos) by Mike Smart. Make sure to select the version that matches your version of Excel.
Excel Cashbook Download
There are now two versions of the Cash Book.
1. Excel Cash Book - Easy Start
This Cash Book version can also be adjusted to suit your financial year-end and is suitable for charities, clubs, or small businesses.
The main difference of this one is that it has no Balance Sheet and no Cost of Goods Sold accounts.
Just income and expenses.
It contains:-
- 7 Income Accounts
- 20 Expense Accounts
- A Bank Reconciliation worksheet
- A Profit and Loss Report (also called Income Summary or Income Statement)
- An Adjustments section underneath the P&L to remove any Balance Sheet type amounts from the P&L in case you had such payments - there is a suggestion list of these type of accounts - to see your true profit
- A QuickStart guide
- An Example page so you can see how it works
2. Excel Cash Book
The Cash Book can be adjusted to suit your financial year-end by typing over the names of the months with your monthly order.
It is suitable for all business types from charities or clubs to small, growing businesses.
One bank account can be tracked per Cash Book.
It contains:-
- 14 Income Accounts
- 10 Cost of Goods Sold Accounts
- 30 Expense Accounts
- 10 Balance Sheet Accounts
- An Inventory balances worksheet
- A Bank Reconciliation worksheet
- A Profit and Loss Report (also called Income Summary or Income Statement)
- A Balance Sheet Report
- A QuickStart guide
- An Example page so you can see how it works
How to Download and Save the Excel Cash book
Click
on the blue button to Download.
This opens a zip version.
Download to your computer.
Unzip the download.
Save it to your documents or desktop.
Open and click on 'save as'. This will let you save the cash book with a different name (like the name of your business) and takes it out of read only mode so you can edit it - in other words use it.
On downloading this cash book Excel may pop up with a yellow bar at the top advising the book is in Protected Mode. You will need to click on 'Enable Editing' to be able to use the book.
Let's go!
Excel Cash book Example
Here's a screen snip:-
The colors and fonts of the whole Cash Book can be changed instantly by clicking on Themes under the Page Layout menu.
Benefits of an Excel Cash Book
- Instantly see how much is being spent on each expense type every month
- Instantly see how much is being earned every month
- Process bank reconciliations for each month to ensure the cash book balance equals the bank account balance
- View a Profit & Loss Report (Income Statement or Income Summary); this is linked to each month and provides month-to-date and year-to-date (YTD) totals for each income and expense type and the resulting profit or loss total
- View a Balance Sheet Report - this is also linked to each month and provides accumulated year-to-date totals for each account type (Assets, Liabilities, Equity)
- No bookkeeping experience necessary
- Example page to show you how it works
- Free and easy to format to suit your business/personal requirements
- Access and edit this excel document from your mobile phone - any time, any place using Microsoft Excel mobile app.
Excel Cash book Sample Page
The sample page shows you how to enter information into the cash book and gives you an idea of how it will look.
Quick Start Tips
There is a page of quick tips notes to get you started fast with your bookkeeping.
Accounts|Headers Page
The Accounts|Headers page of the Excel Cash Book is where you can enter in the business name, your income and expense header names (account headings) and month names.
All other monthly tabs are connected to this Accounts|Headers page and will automatically pick up the header names you enter here.
Total Columns
The Total columns have formulas in them, so they update automatically.
Beware! If you manually type anything into the Totals or Bank Balance columns you will over-type the formulas and the totals will be messed up.
You can fix it by copying a formula from a row above or below that is working.
Opening Balance
In the first monthly worksheet, in the yellow cell, you must enter the opening balance for the first day of the month (before that day's transactions start ) which you can get off your bank statement.
If your opening balance is 0.00, you can type in 0.00 or just leave it blank.
Note: This opening balance will be the same amount as the closing balance of the previous month.
*If you have an opening balance, you will either:
- need to enter the Opening Balance amount on the Balance Sheet in the Opening Balance column next to Personal Deposit, or
- enter all your balances from last year's Balance Sheet into the Opening Balances column.
*This does not apply to you if you are using the Easy Start Cash Book.
Bank Reconciliation
When reconciling the cash book to the bank statement you can select different red letters from a drop-down list.
- R for reconciled
- C for checked
- X for not reconciled
- a dash for whatever reason you may want
Select your choice.
Excel cash Book in the Red
When there
is not enough funds in the account, in other words, when it goes into
overdraft, the cash book shows the number in red as in the example
here where it is -$1,961.00
Wow! I hope this business has an arranged overdraft facility with their bank!
Income Statement
Profit and Loss / Income Summary
The Profit and Loss Report is linked to all the monthly sheets.
The rows with the "Account 1" etc are the account headings and are linked to the Accounts|Headers sheet
The 0.00 amounts under the months are the totals from each monthly worksheet. The 0.00 amount means no transactions have been entered into those months for the Cash Book.
This is the same throughout the profit and loss report for each section Income, COGS and Expenses.
Balance Sheet
This report is not in the Excel Cash Book Easy Start
The Balance Sheet Report is also linked to all the monthly sheets.
The rows with the Bank and Asset Purchases etc are the account headings and are linked to the Accounts|Headers sheet
The 0.00 amounts under the month are the totals from the January worksheet. The 0.00 amount means no transactions have been entered into January in the Cash Book.
This is the same throughout the Balance Sheet Report for each section Assets, Liabilities and Equity.
If you traded in a previous tax year and have an opening bank balance then you must enter the balance sheet balances from your previous tax year into the Opening Balances column on the Balance Sheet tab, otherwise it will not balance.
And enter the same amount next to Retained Earnings so this report balances.
If you do not have a Balance Sheet from the previous tax year, but were in business and have an opening bank balance this tax year, simply enter the opening bank balance and retained earnings amount (as mentioned in step 1 above) until you get a Balance Sheet for last year.
If you are not going to get a Balance Sheet for last year, it’s fine, you can keep working but remember that the Balance Sheet isn’t a true picture of the business data.
It will only be true for this year that you are working in.
The Balance Sheet Accounts in this Cash Book are:
- Bank
- Owner's Deposit also known as Capital, or Funds Introduced
- Loans Received
- Loan Repayments
- Asset Purchases
- Petty Cash
- Credit Card Repayments
- Owner's Personal Expenses (Drawings)
- Inter-bank transfers
- Income Tax
- Payroll Tax
- Inventory on Hand value
The above type of payments have to be reported on the Balance Sheet not the Profit & Loss Report.
This excel cash book is a great way to keep simple bookkeeping records.
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