Subscription Box Bookkeeping Spreadsheet

About this template

This subscription box bookkeeping spreadsheet is for small box businesses that want to see renewals and new subscribers as two different kinds of revenue. It records them on separate lines next to box contents, packaging and shipping costs, and builds your monthly, quarterly and yearly totals from there.

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).

Lines written for a subscription box business

A generic ledger gives you product sales and service income. This one starts with the lines a box business actually has.

• Income lines: Subscription renewals, New subscribers, One-off boxes and Shop sales
• Expense lines: Box contents, Packaging, Shipping and postage, and Platform fees, and more
• Mileage reasons: fulfillment unit, supplier, post office and photoshoot, picked from a drop-down

A renewal costs nothing to win. A new subscriber may have cost a paid ad. With the two split, the income tab works as a renewal tracker and shows whether you are paying for growth you already had.

Thirteen connected tabs

Start Here, Setup, Clients, Income, Expenses, Inventory, Mileage, Monthly, Quarterly, Estimated Tax, Profit and Loss, Balances and Dashboard.

• 500 income rows and 500 expense rows
• An Inventory tab that works as a stock tracker beside the ledger
• Mileage with your own reasons and the year totaled
• Monthly and quarterly totals, which is how tax gets filed
• Estimated tax set aside as you go
• A profit and loss built from the same two lists
• 8 client records showing what each has been worth
• Account balances and a dashboard that reads all of it

A filled year and a blank copy

The example copy runs a full year of 430 income entries and 480 expense entries at a 15% margin, so you can see how shipping costs and box contents eat into revenue. The blank copy is ready for your own boxes, and the Start Here tab walks you through setup in a few minutes.

This is a bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel workbooks: the filled example and a blank one
• The instruction guide, with one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

The download is ready the moment payment clears. The files are for personal and business use on your own devices; please do not share or resell them. Questions? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel and Google Sheets?

Yes. The Excel workbooks run on Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can I see renewals separately from new subscribers?

Yes. Subscription renewals, New subscribers, One-off boxes and Shop sales are separate income lines in every total.

Does it connect to my store platform?

No. You type or paste entries into the Income and Expenses tabs. Platform fees have their own expense line.

Does it help with tax?

The Estimated Tax tab sets tax aside as you go at the rate you enter. Tax rates and what you can claim are yours to set and check.

How many entries does it hold?

500 income rows and 500 expense rows, plus 8 client records.