Purpose
This sheet keeps dues as four separate ideas: the plan, the charge for each period, the payment and the balance. Instead of cells marked “paid” or coloured rows, each period shows what was charged, what was paid and which receipt covers it. “Who owes how much?” no longer depends on the memory of whoever keeps the sheet.
Who it is for
Any community that collects dues or regular contributions: treasurers of associations and foundations, residential building managers, sports clubs and volunteer groups.
Fields
| Column | What goes in it |
|---|---|
| Member No | A number that identifies the member and stays the same if the name changes. |
| Full Name | The member’s name. |
| Member Type | Full, student, honorary, or flat/unit, depending on your plans. |
| Dues Plan | The plan and amount that applies (e.g. “Monthly 100”). |
| Period | The month or year being charged (2026-01, 2026). |
| Charge Date / Charged | When the period charge was raised and how much. |
| Payment Date / Paid | When the payment came in and how much; blank if unpaid. |
| Receipt No | The receipt number for the payment. No receipt, no entry. |
| Balance | What the member owes after this row; a negative value is credit. |
| Note | Part payments, credit, plan changes. |
How to use it
- Open the file. Double-click to open it in Excel (UTF-8 with BOM, comma-separated). In Google Sheets or LibreOffice choose comma as the separator when importing.
- Delete the sample rows. The members and amounts are illustrative.
- Enter opening balances. Record what each member owed before you switched in one row, with “Opening” in the Period column, and have the board approve those figures.
- Add a charge row at the start of every period for each member on a plan; leave the payment columns empty.
- Fill in the row when a payment arrives: date, amount and receipt number, settling the oldest open period first. Overpayments show as a negative balance carried forward.
- Filter at month end. Filter Balance for values above zero to see open dues. Do not share a member-by-member debt list in group chats; tell each member only their own position.
Sample members and amounts are illustrative. Who sets dues, and how, depends on your constitution and the applicable law; this template is not legal advice.
For the full method, read How to achieve financial transparency in associations and communities.