Nonprofit Restricted Funds Tracker and Donation Count Sheet

Restricted gifts and cash counts are the first places an auditor looks. This nonprofit bookkeeping spreadsheet covers dual-custody cash and donation counts, donor-restricted and board-designated funds, and the monthly bank reconciliation, plus a sample nonprofit chart of accounts. Excel & Google Sheets.

Most templates in this space are checklists, Word forms and simple sheets. These workbooks do the math and flag errors.

Every log has a Check column that tells you what to fix before it reaches the board or an auditor: the same counter twice or two counters from one household, tallies that don't match the count, a deposit that differs from the count or arrives late, cash left unassigned to a fund, a restricted fund that goes below zero, a time restriction about to end, fund balances that don't equal cash, checks outstanding over 90 days, a reviewer who is also the preparer, and a bank rec that doesn't tie.

WHAT'S INCLUDED (7 Excel files)

• Nonprofit_Cash_Donation_Count_Pack.xlsx + EXAMPLE: printable two-counter count sheet (denominations, checks list, independent tallies), cash and checks by fund, deposit match, weekly log that grades every count, monthly summary by fund, counter rotation, and bank match

• Nonprofit_Funds_Tracker.xlsx + EXAMPLE: donor-restricted, board-designated and unrestricted funds; fund ledger with a status on every line; transfers and releases; monthly balances; net assets with and without donor restrictions; cash tie-out

• Nonprofit_Bank_Reconciliation_Workbook.xlsx + EXAMPLE: 12-month bank reconciliation with outstanding items that carry forward, book adjustments, ready-to-post journal entries, fund tie-out, control checks and reviewer sign-off

• Nonprofit_Sample_Chart_of_Accounts.xlsx: 107 numbered nonprofit accounts (assets, liabilities, net assets, revenue, and expenses by group) plus the fund list, with EDUCATIONAL ONLY notes where your CPA should confirm treatment

HOW IT WORKS

1. Enter your organization once on the Setup tab: name, bank, fiscal-year start, fund codes, counters, reviewer and your policy limits.

2. Log each count, each fund transaction and each month's bank items one line at a time.

3. The Check column flags problems; summaries, fund balances and the reconciliation update themselves.

Fund categories used throughout: Unrestricted (General), Board-designated, Donor-restricted, with fund codes like GEN, DES-OPR and RES-BLD.

Plain-English Start Here tab in every workbook · no macros · blank + filled EXAMPLE for every workbook.

WORKS IN EXCEL AND GOOGLE SHEETS

Excel: download the ZIP, open any .xlsx, and start on the Start Here tab.

Google Sheets: File → Import → Upload → choose the .xlsx → create new spreadsheet. (Sheets does not carry over Excel's sheet protection, so formula cells are unlocked there.)

Keep the EXAMPLE files as a filled reference; work in the blank files.

WHO THIS IS FOR

Part-time treasurers and bookkeepers at small nonprofits and charitable organizations (roughly 1 to 25 staff) who count cash and checks with two people, track restricted gifts, and reconcile the bank for a board or finance committee.

PAIRS WITH OUR OTHER PACKS

Nonprofit Monthly Ops & 990 Pack (income log, expense & bill log, budget vs actual, treasurer report, functional expense allocation): same fund codes, same account numbers, same Start Here layout.

Nonprofit Donor & Fundraising Pack (donor log & giving statements, pledges, fundraising events, volunteers & in-kind, client assistance, donor letters)

Nonprofit Grants & Compliance Pack (grant tracker, compliance calendar, written financial policies, fixed assets, petty cash, mileage, partner support)

INSTANT DOWNLOAD · FINAL SALE

This is a digital product. Files are available immediately after purchase. Because of the nature of digital downloads, all sales are final (see shop policies for detail).

DISCLAIMER

Organizational tools only for small nonprofits and charitable organizations. Not tax, legal, or accounting advice. Not approved or endorsed by the IRS or any regulator. Does not guarantee compliance or a clean audit. The funds-equal-cash check is a cash-basis simplification. Confirm with a qualified CPA or attorney how these tools apply to your organization.

Built by ReconciledBooksCo, a small shop run by an experienced accountant.

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