How to Use Our Templates
A quick guide to getting the most out of your bookkeeping spreadsheets. From downloading to tax return submission.
Download Your Template
Browse our templates and click the download button on any card. The file will save to your Downloads folder as an .xlsx file. This format works with:
Microsoft Excel 2010 or newer
Desktop or Office 365
Google Sheets
Free with Google account — upload and convert
LibreOffice Calc
Free, open-source alternative
Apple Numbers
May need to convert format
Tip: When you first open the file in Excel, you may see a yellow bar saying "Protected View". Click Enable Editing to use the template.
Add Your Business Details
Most templates have a "Welcome" or "Setup" sheet with instructions. Start by customising the template for your business:
- Replace placeholder business names with your own
- Set your financial year (our templates default to UK tax year: April - March)
- Add your bank account names if using multi-account templates
- Customise income and expense categories to match your business
- Delete example data (highlighted or in separate example sheets)
Enter Your Transactions
The key to good bookkeeping is consistency. We recommend recording transactions weekly, but find a rhythm that works for you:
Best Practices
Record in date order
Enter transactions chronologically. This makes bank reconciliation much easier.
Be consistent with categories
Always use the same category for the same type of expense. Do not use "Office Supplies" one month and "Stationery" the next.
Include a description
Write clear descriptions. "Staples - printer paper" is better than "Shop purchase".
Keep receipts
File every receipt. HMRC can ask to see them up to 5 years after the tax year.
Reconcile monthly
Match your spreadsheet to your bank statement at the end of each month. It takes 10 minutes and catches errors early.
Check Your Summary Reports
Our templates automatically calculate summary reports from your transaction data. Check these regularly to understand your business performance:
Profit & Loss Summary
Shows total income, total expenses, and net profit/loss. Check this monthly.
Bank Reconciliation
Compares your spreadsheet balance to your actual bank balance. Should match to the penny.
Expense Breakdown
See where your money goes. Useful for identifying areas to cut costs.
Tax Estimate
Our Self-Employed template estimates your tax bill. Set this money aside monthly.
Submit Your Tax Return
When it is time for Self Assessment (deadline: 31 January), your spreadsheet summaries will have all the figures you need:
- Total turnover (income) from your Summary sheet
- Total expenses by category — enter these in the relevant boxes
- Capital allowances for equipment purchases over £1,000
- Mileage claim total from your Mileage Log
- Home office calculation from your Home Office sheet
- Bank interest received (for the SA100 form)
Important Dates: 5 April is the end of the tax year. 31 January is the online Self Assessment deadline. 31 October is the paper return deadline. Missing the deadline results in an automatic £100 fine.
Save and Back Up Regularly
Your financial records are precious. Protect them:
- Save your file with a clear name: "BusinessName_2025-26_CashBook.xlsx"
- Back up to cloud storage (Google Drive, Dropbox, OneDrive) weekly
- Keep a copy on a USB drive as well
- Do not rely on a single location — computers fail, files corrupt
- Keep records for at least 5 years after the tax year (HMRC requirement)
Frequently Asked Questions
Do I need to know Excel to use these?
Basic knowledge helps, but our templates are designed for beginners. You mainly need to know how to type into cells and save a file. Each template includes a Welcome sheet with step-by-step instructions.
Are these suitable for limited companies?
Yes, most templates work for limited companies too. However, if you are VAT-registered with complex requirements, you may eventually need software. Use our templates to get started and understand your finances first.
Will my accountant accept these?
Absolutely. Accountants regularly work with spreadsheet-based bookkeeping. Our templates use standard accounting layouts and HMRC-recognised categories. Your accountant will likely appreciate the clarity.
Can I use these with Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open with Google Sheets. Most formulas will work. Some formatting may look slightly different, but all functionality is preserved.
What if I make a mistake?
That is the beauty of spreadsheets — everything is editable. If you delete a formula by accident, just re-download the template. We recommend keeping a backup copy of the blank template for reference.
How often should I update my spreadsheet?
Weekly is ideal. At minimum, monthly. The key is consistency. A 10-minute weekly session is far easier (and more accurate) than a 3-hour marathon at year-end.