Nonprofit Bookkeeping and Donation Tracker

About this template

This nonprofit bookkeeping spreadsheet keeps money given for one purpose apart from money for everything else. Money raised for the roof cannot pay the electricity bill, and here each fund shows what came in, what went out and what is left. It is for a treasurer or volunteer who keeps the books for a small charity or nonprofit.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Fund accounting

Three funds, restricted, grant-funded and general, each show what came in, what went out of it and what remains. Spend past what was given and the balance turns red. The rows add up exactly once: the general fund carries every expense category no restricted fund claims, so nothing is double-counted and nothing is missed.

Donors and pledges

Each donor gets a statement with their gifts, total given, amount pledged, what is still to come and a receipt number, so year-end letters are quick to prepare. It works as a donation tracker and a pledge tracker in one.

• Donations: restricted funds and the general fund, kept apart
• A statement per donor with a receipt number, for donor statements at year end
• Pledges against what has actually arrived

The books underneath

• 1,000 ledger rows, with two years of demo data in the filled copy
• Profit and loss by category, with monthly and quarterly views
• A custom date range, and a year-on-year comparison
• Every figure calculated: totals, margins and percentages
• Charts that redraw from your own numbers, not pictures

There are thirteen connected tabs, and everything recalculates from two registers, money in and money out. Nothing is typed twice and there are no pivot tables to refresh.

You get a filled-in copy with two full years already entered, so you can click through it working, and a blank ready for your own numbers, in Excel and Google Sheets. There are no dynamic arrays, no macros and no add-ins, and the Google Sheets version is a real workbook, not a PDF with a link in it.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription required.
• Google Sheets with a free Google account. No Google account is needed for the Excel files.
• No add-ins, no macros, no subscription and no bank connection

What you download

• The Excel workbook filled with a worked example, and the same workbook blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The Start Here tab walks you through setup in a few minutes. The files are for use in your own organization; please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel or Google Sheets?

Both. You get Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make Google Sheets copies with a free Google account.

Can I keep restricted donations separate?

Yes. Restricted, grant-funded and general funds are kept apart, each with what came in, what went out and what is left. Overspending a fund turns its balance red.

Does it produce donor statements?

Yes. Each donor has a statement with gifts, total given, pledged, still to come and a receipt number.

Can it track pledges?

Yes. Pledges are compared with what has actually arrived, per donor.

Is it accounting or legal advice?

No. It records and calculates what you enter. Check the figures and any reporting rules that apply to your organization.