01
enter the church once
The fiscal year, the statement period and your own statement wording — every other tab works from these
This is a treasurer's working tracker. It is not tax or legal advice, not an audit, and not accounting software. It knows no tax law, no denomination's rules and no requirement for what a giving statement must say. Every amount, every fund restriction, every date and every word of your statement wording is one you enter from your own records, your council's decisions, and your accountant or denomination. It does the arithmetic on what you enter and supplies no rules of its own.
The Church
Fund balances and the budget count activity dated from this day to one year later. Enter each fund's opening balance as it stood on this date.
Giving Statements
Many churches send statements for a calendar year; yours may differ. Whatever period you enter here is the one every statement covers.
This ships blank on purpose. What a contribution statement has to say depends on where you are and how your church is organised, so the wording comes from your accountant or denomination, not from this file. Whatever you paste here is printed at the foot of every statement, word for word.
Where The Church Stands
Donors
0
on the giving roster
Giving This Year
$0
every fund, this fiscal year
On The Books
$0
every fund added together
Free To Spend
$0
for the general budget
02
tithes and offerings
Every gift, who gave it and which fund it was given to — the record every statement is built from
Giving This Fiscal Year
Total Giving
$0
every fund
From Named Donors
$0
appears on a statement
Loose & Anonymous
$0
counted, never on a statement
Gifts Recorded
0
entries in the giving log
Record a gift and the split by fund appears here.
Record a Gift
Giving Log
| Date | Donor | Fund | Method | Amount | Memo |
|---|
No gifts recorded yet. Enter them from the counting sheets and deposit slips, one gift per line.
Add a Donor
Donor Roster
| Donor | No. | Address | Gifts | This Year |
|---|
No donors yet. Add everyone who gives by check, envelope or online, and they appear here and on the statements tab.
03
the exclusive zone
What every fund holds, which restricted fund has been spent past its limit, and how much of the bank balance is actually free to spend
Built from your own figures
Funds & Restrictions
The bank shows one balance. Most of it is not the church's to spend: some was given for the roof, some for families in need, some is an endowment whose principal must stay put. This tab keeps every fund separately — its opening balance, every gift given to it, every payment and transfer out of it — and warns you the moment a restricted fund is spent below the restriction you entered. Then it tells you the one number the council actually needs: what is left for the general budget once every restricted fund is made whole. A spreadsheet adds the funds up. It cannot tell you the general fund has been quietly covering the benevolence fund.
What Needs You Next
Every restricted fund is within the restriction you entered.
What Is Actually Free To Spend
On The Books
$0
every fund added together
Restricted
$0
given for a purpose by donors
Designated
$0
set aside by the council
Free To Spend
$0
general fund, after making every fund whole
Add your funds with their opening balances, and this fills in.
Every Fund, Held Against Its Restriction
Add a fund below and it appears here.
Record Fund Activity
Fund Activity
| Date | Kind | Fund | Amount | Budget Line | Payee / Memo |
|---|
No payments, transfers or other receipts yet. Gifts are recorded on the Giving tab.
Add a Fund
For an endowment whose principal must stay invested, enter the principal. Leave it blank and the restriction is simply that the fund cannot be spent below zero. The figure is yours, from the gift terms or your council.
Fund Detail
| Fund | Kind | Opening | Gifts | Other In | Out | Transfers | Balance | Status |
|---|
04
the budget the council adopted
Every line, what it was budgeted at, and what the giving log and the payments say it has actually come to
Operating Position
Income Received
$0
against the budgeted figure
Spent To Date
$0
against the budgeted figure
Operating Result
$0
income received less spent
Lines Over Budget
0
already past their annual figure
$0 in
$0 out
Income received
Spent on budget lines
Add a Budget Line
The actual for this line is every gift recorded to this fund in the fiscal year. Nothing is typed twice.
Budget vs Actual
| Line Item | Kind | Annual Budget | Actual | Variance | Used | Note |
|---|
No budget lines yet. Add them from the budget your council adopted. Actuals fill in from the giving log and from payments tagged to each line.
05
bank against books
The statement balance, what has not cleared yet, and whether the bank agrees with every fund added together
The Statement
If the church keeps more than one account, add their statement balances together here, and add each fund's share of every account to its opening balance.
Statement Balance
—
what the bank says
Deposits In Transit
$0
recorded, not yet on the statement
Outstanding Checks
$0
written, not yet cleared
Adjusted Bank
—
against $0 on the books
Add an Item That Has Not Cleared
Not Yet Cleared
| Kind | Description | Amount |
|---|
Nothing outstanding. When a check clears on next month's statement, press Cleared to take it off this list.
06
every donor, one click
A giving statement for each donor, built from the giving log, ready to copy into a letter
Not tax or legal advice. This builds a listing of each donor's recorded gifts for the period you set. It does not decide what a contribution statement must contain, when it must be sent, or which gifts qualify for anything. The closing wording is whatever you entered on the Church & Council tab. Have your accountant or denomination confirm the wording and the format before statements go out.
Statement Period
| Donor | No. | Gifts | Total For The Period |
|---|
Add donors and record their gifts, and every donor with giving in the period appears here.
Built from your own giving log
Build a giving statement
Choose a donor, or build every statement at once for the whole mailing. Each lists the donor's gifts in the period by date, fund and method, with the total, and closes with your own wording. Nothing is estimated and nothing is filled in for you.
Statement Output
Choose a donor and press Build Statement.
07
one click
The monthly treasurer's report for the council, in the shape a meeting reads it, from what you entered
What The Council Will Ask
Giving This Year
$0
every fund
Free To Spend
$0
for the general budget
Operating Result
$0
budget income less budget spending
Bank vs Books
—
difference on the last reconciliation
Built from your own figures
Generate the treasurer's report
Giving for the month and the year by fund, every fund balance with its restriction status, what is free to spend, budget against actual, and where the bank reconciliation stands — calculated from what you entered. Paste it into the council packet, the minutes, or an email.
Report Output
Choose a month and press Build Treasurer's Report.