25 FREE Excel templates to download and use for your small business in 2026.
Whether you’ve just started a business or have been trading for years, these free Excel bookkeeping templates make it straightforward to manage your finances without paying for expensive software. All templates have been built with UK businesses in mind and are used by limited companies, self-employed individuals, self-assessment taxpayers, and personal users.
The templates cover everything from day-to-day cash tracking and invoicing to bank reconciliation, payroll timesheets and end-of-year profit and loss statements. All are free to download, require no sign-up, and can be customised to fit your business. If you can’t find what you need, get in touch — we may be able to design a custom spreadsheet for you.
Our Free Excel Bookkeeping templates have been downloaded 350,000+ times and are used by many small businesses, non-profits, and charities.
If Excel is becoming too time-consuming, Sage UK, Xero or QuickBooks automate your bookkeeping, handle VAT returns under Making Tax Digital, and connect directly to your bank.
Disclosure: This content may contain affiliate links, which means if you click on them, I may get a commission (without any extra cost to you).
Not Sure Which Template to Start With?
| If you are … | Start with |
| Sole trader/self employed | Cash Book (April start), Mileage Log, Budget, bank reconciliation |
| Limited company | Cash Book (standard), Balance Sheet, Accounts Payable & Receivable, Bank Reconciliation, Journal |
| Selling products | Sales Invoice, Purchase Order, Sales Forecast |
| Charity/non-profit | Sole trader/self-employed |
⭐ Not Sure Where to Start? Use the Cash Book
- Downloaded over 35,000 times — the go-to template for UK small businesses, sole traders and charities
- If you’re new to bookkeeping or just want something simple that works, the Cash Book is the right starting point. It records all money coming in and going out of your business, keeps a running bank balance, and automatically produces the income and expenditure figures you need for your self-assessment tax return or limited company accounts — no accounting knowledge required.
- If you fall within the Making Tax Digital for Income Tax thresholds, you can continue using this Excel cash book — simply link it to free HMRC-recognised bridging software such as My Tax Digital to submit your quarterly updates and Final Declaration digitally.
- Three versions are available depending on your situation:
- Standard – For limited companies and general businesses.
- Extended – More income and expense categories plus extra rows for higher transaction volumes.
- Self-Employed – Runs from April to April to match the UK tax year. Ideal for sole traders and freelancers for self-employed bookkeeping in Excel.
1. Accounts Payable Statement Template
Keep on top of what you owe to suppliers with this Excel accounts payable ledger spreadsheet. It records each purchase invoice, the due date, the amount owed and whether it has been paid. The template automatically calculates which invoices are overdue, so you can prioritise payments and avoid late-payment charges. You can sort entries by supplier name or due date, and there’s a comments column for noting conversations or payment arrangements. Ideal for any UK small business that has accounts with trade suppliers.
2. Accounts Receivable Excel Accounting Template
Stay in control of what your customers owe you with this accounts receivable ledger. It records each sales invoice, the invoice date, the due date, the amount due, and payments received. The template automatically shows when invoices are due and highlights overdue ones, helping you chase outstanding debts promptly and maintain healthy cash flow. You can sort entries by customer name or date, and the comments column allows you to note payment updates or queries.
3. Balance Sheet Excel Accounting Template
Prepare a clear snapshot of your business finances with this simple balance sheet template. It shows your assets, liabilities, and equity as of a specific date, giving you an overview of what the business owns and owes. A balance sheet forms part of your statutory accounts and is a legal requirement by Companies House for limited companies. This template automatically totals each section and helps you calculate key financial ratios, making it easier to assess financial stability and overall performance.
4. Bank Reconciliation Worksheet
Make sure your records match your bank statement with this easy-to-use bank reconciliation worksheet. It helps you identify timing differences between transactions recorded in your books and those appearing on your bank statement, such as outstanding cheques or payments in transit.
The template lets you list discrepancies and automatically calculates the adjusted balance, so you can quickly confirm whether your accounts match the bank’s records. Regular reconciliations help prevent errors, detect missing transactions and keep your bookkeeping accurate.
5. Budget Worksheet Excel Template
Set an annual budget and track your income and spending throughout the year with this simple Excel template. Enter your bank transactions to see the difference between your budgeted and actual figures, with totals calculated automatically. Ideal for personal or business use, especially if you want tighter control over your finances.
6. Business Expense Template
Use this monthly form to claim back business expenses and mileage paid for personally, both HMRC VAT and non-VAT versions. It records each expense, journey details and amounts due, keeping everything clearly organised in one place. The template automatically calculates the total reimbursement owed, including mileage claims at the correct VAT rate. Ideal for directors and employees who need a straightforward record to submit each month, and keep records for HMRC.
7. Cash Book Template
Our most popular template (see full description above). Records daily income and expenses, tracks your bank balance and produces a profit and loss summary automatically. Three versions available: Standard, Extended and Self-Employed (April start).
8. Cash Flow Forecast Template
Plan ahead with this flexible cash flow forecast template, designed to project income and expenses over the next year. It shows your projected cash position, helping you spot potential shortfalls and make informed business decisions. The income and expense categories can be tailored to suit your business. Choose from monthly, weekly or daily versions depending on the level of detail you need.
9. Cash Flow Statement
Understand how money moves through your business with this cash flow statement template. It shows the cash inflows and outflows over a set period, giving a clear picture of where funds have come from and how they have been spent. An essential financial report, it helps you assess liquidity and monitor the overall health of your business.
10. Credit Note Template
Issue professional credit notes quickly and accurately with this easy-to-use Excel template. It can be used when refunding customers for returned goods, correcting invoice errors or resolving pricing queries. Simply enter the customer details, the original invoice reference, and the amounts to be credited, and the template will produce a clear, well-structured document. It helps maintain accurate records and ensures your sales figures and customer balances are adjusted correctly.
11. Delivery Note
Provide customers with a clear record of goods supplied using this delivery note template. It lists the items delivered, quantities and delivery details, helping to avoid disputes and confirm receipt of goods. Although not a legal requirement, it is good business practice to include one with every order. A template is available in both Excel and PDF format, together with a step-by-step guide.
12. Fixed Asset Register
Keep a detailed record of all business assets with this fixed asset register template. It tracks each asset’s purchase date, cost, location, supplier details and depreciation method in one organised spreadsheet.
13. Home Office Expenses UK
If you work from home, HMRC allow you to claim a proportion of household costs as business expenses. These can include mortgage interest, rent, council tax, broadband, insurance, and utilities, depending on your circumstances.
This guide explains what you can claim and how to calculate it correctly. A simplified calculator and an Excel template are included to help you work out and record your home office expenses accurately.
14. Job Estimate
Create clear, professional job estimates quickly with this free Excel template. It helps you set out labour, materials and other costs in a structured format, making it easy for potential customers to understand your pricing. Providing a prompt, well-presented estimate improves your chances of winning work and keeps expectations clear from the start.
15. Journal Spreadsheet
Use this journal entry template to make adjustments to your accounts accurately and clearly. It provides a simple format for transferring amounts between account codes, ensuring your records remain correct. Ideal for year-end adjustments, corrections or accruals, it creates a clear audit trail for your bookkeeping.
16. HMRC Mileage Log Template
Keep an accurate record of your business journeys with this simple mileage log, available in both PDF and Excel format. It allows you to record dates, destinations, purpose of travel and miles driven, creating a clear record for expense claims. Business mileage can be reclaimed by employees and business owners, provided proper records are kept. See our guide for more information on claiming business expenses correctly and AMAP rates.
17. Petty Cash Account Spreadsheet
Manage your petty cash easily with this simple accounts spreadsheet. It allows you to record all cash received and spent, with the running balance calculated automatically. The template saves time by totalling transactions for you, making it quick and straightforward to post the figures to your accounting system.
18. Profit and Loss Statement or Income Statement Template
Use this Profit and Loss statement template to record a full year of income and expenses on one clear page. It helps you compare monthly figures and see how profits or losses develop over the year. Also known as an income and expenditure report, it is a key financial statement required at year-end the shows your business’s overall performance.
19. Purchase Order
Create clear, professional purchase orders with this easy-to-use Excel template. It confirms the ordered goods, quantities, prices, and delivery details, helping ensure accurate and transparent transactions with suppliers. The template automatically calculates totals for you, saving time and reducing errors. A separate purchase order log is also included to help you keep track of all orders raised.
20. Rent Receipt Template
Keep clear records of rental payments with this simple rent receipt template. It provides written confirmation of each payment, helping both landlords and tenants maintain accurate financial records and avoid disputes. An Excel receipt, accompanying letter and payment log are included, making it easy to track rent received over time.
21. Sales Forecast
Plan ahead with this easy-to-use sales forecast template designed for small businesses. It allows you to project future sales and customise the spreadsheet to reflect your products or services. By entering your actual monthly income, you can compare forecasts against real figures and adjust your expectations as needed.
22. Sales Invoice and Proforma Invoice
Create professional sales invoices quickly with this easy-to-use Excel template. Add your logo and business details once, and it will be ready to use whenever you need to raise an invoice. Enter a full description of the goods or services supplied, including quantities and prices, with totals calculated automatically to reduce errors. A matching pro forma invoice template is also included for use when issuing invoices to customers before goods or services are supplied.
We also have an invoice list that provides a complete list of all invoices, records when they were paid, and shows any outstanding invoices.
23. Sales Receipt Template
Provide customers with a clear proof of purchase using this simple sales receipt template. It is ideal for cash sales at fairs, markets or events, and can also serve as confirmation or guarantee for goods or services supplied. The template is available in both Excel and PDF format, allowing you to complete it digitally or print and fill it in by hand.
24. Statement of Account Spreadsheet
Send customers a clear summary of outstanding invoices with this statement-of-account template. It shows the balance due and helps remind customers how much they owe, supporting better credit control. The template can be branded with your logo and company details, and includes a remittance slip for customers to return, confirming which invoices they have paid.
25. T Accounts Template
Understand how transactions affect individual ledger accounts with this simple T Account template. Popular with bookkeeping and accounting students, it provides a clear visual layout of debits on one side and credits on the other. Enter your own figures to see how balances change and build confidence in recording general ledger entries correctly.
26. Timesheet Template
Track employee or contractor hours easily with this simple timesheet template. Record hours worked, customer details and order references in one organised sheet. Clear totals make it straightforward to calculate how much to invoice clients and ensure all billable time is captured accurately.
27. Trial Balance Template
Check that your bookkeeping is balanced with this trial balance Excel template. It lists all general ledger accounts and their debit or credit balances, helping you spot errors before preparing your accounts. The template supports the process step by step, and our accompanying guide explains how to complete a trial balance correctly.
Our free Excel bookkeeping templates are a great starting point — but as your business grows, they can start to slow you down. Accounting software automates the repetitive work: bank transactions import automatically, VAT returns go straight to HMRC under Making Tax Digital (MTD), invoices are tracked in real time, and your profit and loss figures are always up to date. Most UK small businesses find the switch saves them several hours every month. Some of the best bookkeeping packages worth considering are Sage UK, Xero, and QuickBooks.
Signs You’re Ready to Move on from Excel and Use Accounting Software
✓ Turnover approaching £90,000 (VAT threshold)
✓ You need to submit MTD VAT returns to HMRC
✓ You invoice more than 5 customers a month
✓ Spending 1+ hour per week on bookkeeping
✓ You’ve taken on your first member of staff
✓ You’re applying for a business loan or investment
Accounting Software Best Deals
Sage UK – 3 Months FREE + FREE plan for Sole-Traders, AI tools for bookkeeping automation
XERO – 90% Discount for 6 Months – Cloud accounting, unlimited users, smart bank feeds
QuickBooks – 90% Discount for 7 Months – Invoicing, expense tracking, payroll, financial reports
Alternatives to Microsoft Excel
If you are using Excel Bookkeeping templates and require an alternative to Microsoft Office, we recommend Google Sheets or Apache Open Office. It is free to download and use, with most features similar to Microsoft’s.
Look at our basic Excel formulas to create your own Excel bookkeeping spreadsheets. Many tutorials are also available online and on YouTube.
FAQ
Which template is best for self-employed people in the UK?
The self-employed version of the Cash Book is the most useful starting point. It runs from April to March to match the UK tax year, and produces the income and expenditure figures you need for your self-assessment tax return. Pair it with the Mileage Log if you use a vehicle for business.
Are these templates suitable for limited companies?
Yes — the Balance Sheet, Cash Flow Statement, Trial Balance, Fixed Asset Register and standard Cash Book are all designed with limited companies in mind. That said, limited companies have more complex reporting requirements than sole traders and may find accounting software more practical as transaction volumes grow.
What records does HMRC require me to keep?
HMRC requires UK self-employed individuals to keep records of all income, all business expenses, VAT records (if registered), payroll records (if you employ staff), and details of any business assets. These must generally be kept for at least five years after the 31 January self-assessment deadline for the relevant tax year.
Can I use these in Google Sheets instead of Excel?
Yes — all templates use standard functions that are fully compatible with Google Sheets. Simply upload the .xlsx file to Google Drive, then open it in Google Sheets. Some minor formatting differences may appear, but all formulas work correctly.
Are these templates really free?
Yes — all templates are free to download with no sign-up required. This site earns a small commission if you click through and purchase accounting software, which is disclosed at the top of the page. The templates themselves have no limitations, and there is no paid version.
Conclusion: The Right Template for Your Business
Managing your business finances doesn’t need to be complicated or expensive. These 25 free Excel bookkeeping templates — downloaded over 350,000 times by UK sole traders, limited companies, freelancers, charities and non-profits — give you everything you need to keep accurate records, stay on top of your cash flow, and meet your HMRC obligations without spending a penny.
All templates are free to download with no sign-up required, work in both Microsoft Excel and Google Sheets, and are built around UK requirements — from self-assessment tax returns to VAT record-keeping and Making Tax Digital. They are maintained and updated by Angela Boxwell, MAAT, who has over 30 years of experience in UK accounting and bookkeeping.
Last updated: April 2026
