Free Excel Cash Book Template

Free Excel cash book template for small business

Our free Excel cash book template is designed to assist your small business with bookkeeping.

It is based on bank account transactions, or if you do not have a separate bank account, you can post all your transactions. It is not suitable to track sales and purchase invoices or if you are VAT registered.

As a bookkeeper, I get asked so many times; what is the best free bookkeeping software for producing accounting reports? But everything I have reviewed is either a trial, too complicated to use or not suitable for most companies. For this reason, I decided to design a template that is available as a free download at the end of this page.

What is a Cash Book?

The first thing we need to look at is what is a cash book? A cash book is a recording of all the receipts and payments from either the bank or cash. It is the simplest form of bookkeeping and a good way to record cash transactions.

There are several different cash books from a single column cash book to a triple column cash book. Our template is a single column cash book that allows you to record all the figures and analysis for different account codes.

The totals page will show the income and expenditure for the whole year and is the basis of the profit and loss account.

Alternatives to using a Cash Book Template

As your business grows you may find that a cash book is not enough to keep the business records. If you keep stock, give credit to customers or have assets, accounting software would be better to set up from the start.

A few excellent online accounting packages to look at are Xero, FreshBooks, QuickBooks, and Crunch.

 

Cash Book Template options

We have created two versions of the cash book template; the first is a free version that includes three sales categories, eight purchase categories you can name and forty transaction lines. It is enough for most accounts and ideal if you are a small sole trader or charity. It is suitable for either self-employed or limited companies.

FREE, our extended version is now absolutely free to help your business even more. Older versions of Excel may not use the drop-down lists; we are looking into a fix for this. Each month has a separate worksheet, which allows you to see the totals for the month. There is also a totals page which provides the profit and loss by month and a total for the whole year. It is useful for providing figures for either self-assessment tax or to an accountant for year-end.

The extended version is for businesses that want to record more transactions or more details with five sales, thirteen purchase categories and ninety-five transaction lines.

If you are not sure which one is right for you, look at the table below, you can also download the standard version first and see if it works for you.

Cash BookStandard VersionExtended Version
Income Codes35
Expenses Codes813
Transaction lines4095
ChargeFreeFree

Free Excel Cash Book Template Example

We have produced a free excel cash book template example for a small computer firm, so you see it in use for yourself along with some instructions. The page shows details on how the template was set up and the bank statement used for the figures.

The link is available at the bottom of this page.

Double entry cash book example

Cash Book Instructions

Although it is simple to use, you need to follow the setup instructions to ensure that your bookkeeping records are set up and ready to go. A full example with instructions is available.

Using the full cash book example will allow you to post some cash transactions for both cash receipts and cash payments. Looking at the totals page will show the cash book balance. It will allow you to review how it works and see if it is suitable for your small business.

If you need any help or advice, please email me.

Features of Excel Cash Book Template

  • Free to download and use as many times as you want.
  • Easy to use cash book format.
  • 1 worksheet for each month plus a total page for the whole year.
  • Profit and Loss showed month by month and total for the year.
  • If you have more than 1 bank account, use a separate excel template for each account.
  • You can name income and expenditure codes; some examples can be found on the instructions, making it easy for different businesses.
  • A dropdown list of account codes to make posting easier.
  • Running total of bank balance to ensure that your figures are correct.
  • All the worksheets are printed on a single page.
  • Suitable for small businesses or personal bank accounts.
  • Easy to input all the information.
  • Full instructions are given, as well as an example.

Bank Reconciliation

At the end of each month and year, it is worth checking that the cash book Excel template is equal to the bank statement. It will ensure that you have posted all the cash transactions that appear on the statement.

If there is a difference check item by item that the figures are correct and that nothing has been missed in the cash book.

Separate Business Bank Account

If you are using your personal account for business transactions, it is worth opening a business bank account. Here are the reasons why:

  • Keeps personal and business finances separate
  • Easier to see how much money the business has
  • Quicker to reconcile statements
  • You will not miss any business expenses
  • A legal requirement if you are a limited company

One account worth looking at is Tide, they offer a free account that you can upgrade as the business grows. It integrates with some of the top software including QuickBooks, Xero, FreshBooks and Crunch.

 

Cash Book Ledger

The bookkeeping template makes an outstanding cash book ledger showing income and expenditure. There are other ledgers within accounts, including sales, purchases and general ledger. As a small business or for personal use, the cash book template may be enough to run the accounting system.

Frequently Asked Questions

Can we add more rows and columns?

Unfortunately, due to the coding in the spreadsheet, it is not possible to add additional content. Check to see which version you are using if it is the extended version; then it is not suitable for the business.

I’m Self-employed is there a version that runs from April?

Yes, as we have been asked so many times for a version to run for the tax year, we created one. The free spreadsheet download is in Self-employed bookkeeping.

My Accounting period starts a different month, can I still use it?

Yes, follow the instructions for the set-up. It will post the opening balance to the correct first month. Post all the transactions starting in the first month and complete a whole year. The totals page will then show the whole years figures.

How do I get the drop-down lists to work?

If the drop-down lists for the free Excel cash book template do not work, you are probably using an old version of Excel. You will need to upgrade Excel to a newer version. There are also free alternatives to try. I have tested the template with Neat Office available from the Microsoft store.

Can I design my own template?

Yes, Excel is very flexible and designing a spreadsheet may be more suitable to get the results you require. There are lots of tutorials on the internet to assist one is excel-easy.com.

Is the template suitable for my business?

If the business needs to keep track of purchase and sales invoices, it may not be suitable. It is worth looking into a software package. There are free accounting software packages available. Please also read our guide on the best accounting software for small businesses. If you are only recording bank transactions or cash transactions then our spreadsheet is ideal.

I’m Registered for VAT, can I use the Cash Book?

No, our cash book does not include sales tax. Here in the UK, the government is introducing Making Tax Digital, which means that VAT returns require submitting using recommended software.

Free Excel Cash Book Template – Licence Agreement

By downloading the Excel Cash Book template, you agree to our licence agreement, allowing you to use the templates for your own personal or business use only. You may not share, distribute, or resell the templates to anyone else in any way. 

Please note that additional rows and categories can not be added to the spreadsheet. If you require more categories please follow the link below to the extended version.

Cash Book Instructions Cash Book Example

Cash Book Extended Version

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