# Free HOA/Condo Board Spreadsheet Templates — by BoardPath Plain, no-nonsense templates for self-managed and volunteer boards who want to track the money side themselves — written so a **non-accountant treasurer** can actually use them. Open any **`.xlsx`** file in **Excel** (just open it) or **Google Sheets** (File → Import → Upload) and start filling it in. The **shaded columns calculate themselves** — variance, running balances, remaining useful life, annual reserve need, and COI days-to-expiry (with an EXPIRED / RENEW SOON / OK flag). A plain **`.csv`** version of each is also provided for a no-formula import. > New treasurer who just inherited the books? Read this whole page once. It explains what each template is for, what every column means, and the handful of rules that keep a board out of trouble. For the deeper "why," see the [HOA accounting guide](https://boardpath.tech/accounting). When you outgrow spreadsheets, we recommend **PayHOA** for dues/payments and **QuickBooks** for the books. BoardPath handles the **governance** side — what your documents require — alongside whatever you use for the money. (BoardPath never touches your bank account.) --- ## First, two ideas that matter more than the spreadsheets **1. Operating money vs. Reserve money — keep them separate.** Your HOA has two pots of money, and most self-managed boards' #1 mistake is mixing them: - **Operating fund** — day-to-day money: landscaping, utilities, insurance, small repairs. Replenished by regular dues. - **Reserve fund** — savings for big, predictable replacements: roofs, roads, pool equipment. You're usually *required* to keep this separate (often in a separate bank account). Don't "borrow" from it to cover operating shortfalls without the right approvals. Every template here uses a **Fund** column so you always know which pot a number belongs to. **2. Two sets of eyes on every dollar.** Have a second board member review and approve payments. It protects the volunteers and prevents the worst case (boards really have watched a treasurer quietly drain the account). Note **who approved** each expense — there's a column for it. --- ## What's in the pack, and how to use each one ### `hoa-budget-operating-vs-reserve.csv` — your annual plan **What it's for:** plan the year's income and spending, with operating and reserve kept apart. **Columns:** `Category` (what the money is for) · `Fund` (Operating or Reserve) · `Annual Budget` (what you planned) · `YTD Actual` (what's actually happened so far) · `Variance` (Budget − Actual; how far off you are) · `Notes`. **How to use it:** list every income and expense category, mark its fund, put your planned amount in Annual Budget. Each month, update YTD Actual. If a category's Variance goes negative (overspending), that's your early warning — handle it before it becomes a special assessment. **Add a total:** put `=SUM(C2:C50)` at the bottom of the Annual Budget column (and the others) to total them. ### `hoa-expense-tracker.csv` — every dollar that goes out **What it's for:** a running log of payments, so you can reconcile the bank and answer "what did we spend on X?" **Columns:** `Date` · `Payee / Vendor` · `Category` · `Fund` · `Amount` · `Payment Method` · `Check / Ref #` · `Approved By` · `Notes`. **How to use it:** one row per payment. Always fill in **Approved By** (your two-sets-of-eyes rule). At month's end, the total here should match what left your bank account. ### `hoa-dues-payment-ledger.csv` — who owes, who paid **What it's for:** track assessments owed and paid, and see who's behind (delinquent). **Columns:** `Unit / Address` · `Owner Name` · `Amount Due` · `Due Date` · `Amount Paid` · `Date Paid` · `Method` · `Balance` (Due − Paid) · `Notes`. **How to use it:** one row per unit per billing period. A positive Balance means they still owe. This is your starting point for the collections process your documents and state law allow (reminder → late fee → lien) — see the [accounting guide](https://boardpath.tech/accounting) for how boards typically handle delinquency. ### `hoa-vendor-and-coi-tracker.csv` — vendors and their insurance **What it's for:** track who you hire and — critically — whether their **insurance certificate (COI)** is current. An uninsured vendor who gets hurt on your property is a board's nightmare. **Columns:** `Vendor Name` · `Service` · `Contact` · `Phone / Email` · `Contract Start` · `Contract End` · `COI On File (Y/N)` · `COI Expiration` · `Insurance Verified` · `Notes`. **How to use it:** one row per vendor. Watch the **COI Expiration** date — don't let a vendor keep working with lapsed insurance. *(COI = Certificate of Insurance, proof a vendor carries coverage.)* ### `hoa-reserve-component-schedule.csv` — your big-ticket items **What it's for:** list the major things you'll eventually replace, how long they last, and how funded you are — the heart of reserve planning. **Columns:** `Component` (e.g., roof, asphalt) · `Placed-in-Service Year` · `Useful Life (yrs)` · `Remaining Life (yrs)` · `Current Replacement Cost` · `% Funded` · `Notes`. **How to use it:** list each major component, estimate its useful and remaining life and what it'd cost to replace today. **% Funded** = how much you've saved toward it vs. what you should have. A professional **reserve study** does this rigorously — this template helps you understand and track it between studies. --- ## The handful of rules worth following - **Keep operating and reserve separate** — use the Fund column, ideally separate bank accounts. - **Two sets of eyes** on every payment (fill in Approved By). - **Use a real payment rail** for dues — Zelle or PayHOA, not a personal Venmo. Free, traceable, reconciles cleanly. - **Keep it handoff-ready** — the next treasurer should be able to open these and understand them cold. - **Back it up** in shared cloud storage your whole board can reach. ## Quick glossary - **Operating fund** — day-to-day money. **Reserve fund** — savings for major replacements. - **Assessment / dues** — what owners pay the HOA. **Special assessment** — a one-time extra charge for an unbudgeted cost. - **Delinquency** — unpaid dues. **Lien** — a legal claim on a unit for unpaid dues. - **COI** — Certificate of Insurance. **Reserve study** — a professional plan for funding major replacements. - **Variance** — the gap between budgeted and actual. **Reconcile** — confirm your records match the bank. --- *Templates are a starting point and reflect common HOA/condo practice — not financial, tax, or legal advice. For taxes (your HOA likely files an 1120-H) and audits, use a CPA. Free from BoardPath · boardpath.tech — the governance brain for self-managing boards.*