Church Petty Cash Log and Pledge Tracker Spreadsheet

Petty cash that won't balance, pledges nobody is following up and a housing allowance designated late are the problems that surface at audit time. This church bookkeeping spreadsheet covers petty cash, pledge campaigns, the minister's housing allowance, and fixed assets, plus a housing allowance designation letter and a written financial policies starter. Excel & Google Sheets, Word & Google Docs.

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: petty cash receipts missing or over the limit, a custodian approving their own voucher, cash counts that don't reconcile to the fund, pledges falling behind, payments to an unknown pledge, housing allowances designated late or paid over the designated amount, assets overdue for inventory, and totals that don't tie out.

WHAT'S INCLUDED (12 files: 8 Excel + 4 Word)

• Church_Petty_Cash_Reconciliation.xlsx + EXAMPLE: imprest fund voucher log, cash counts with a second person (cash + receipts = fund), replenishment worksheet, cash box / change fund log, approval and receipt checks, summary by account and fund

• Church_Pledge_Campaign_Tracker.xlsx + EXAMPLE: pledges by campaign (weekly, monthly, quarterly, annual or one-time), payment log, pledged vs received and amount due to date, campaign summary, follow-up list sorted by amount behind

• Church_Housing_Allowance_Log.xlsx + EXAMPLE: designation by year (date designated, board minutes, letter given), actual housing costs by category, fair rental value plus utilities, and the "lowest of" limit worksheet from IRS Publication 517

• Church_Fixed_Assets_Register.xlsx + EXAMPLE: asset register with tag numbers, capitalization threshold, purchased or donated, straight-line depreciation, disposals with gain or loss, physical inventory tracking, summary by category and location with cost and depreciation roll-forward

• Church_Housing_Allowance_Designation_Letter.docx + EXAMPLE: letter to the minister, sample board-minutes wording, minister's acknowledgment and checklist

• Church_Written_Financial_Policies_Starter.docx + EXAMPLE: 13-section starter policy: roles and separation of duties, counting offerings, spending approvals, bank reconciliation, restricted funds, donor receipts, pay and reimbursements, petty cash, property, conflicts of interest, record retention, adoption

HOW IT WORKS

1. Enter your church once on the Setup tab: name, fund codes, limits, campaigns, asset categories, and ministers.

2. Log vouchers, counts, pledges, payments, housing costs, and assets one line at a time.

3. The Check column flags problems; summaries, reconciliations, and the follow-up list update themselves.

4. Fill in the yellow [brackets] in the letter and policies, then have your board adopt them.

Same fund discipline as our other packs: Unrestricted (General), Board-designated, Donor-restricted, with fund codes like GEN and RES-BLD.

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

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.)

Word documents open in Microsoft Word, or upload them to Google Drive and open with Google Docs.

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

WHO THIS IS FOR

Part-time treasurers at churches roughly 40 to 250 in attendance who keep a petty cash box, run a building or pledge campaign, pay a minister with a housing allowance, own property and equipment, or need written financial policies for the board.

PAIRS WITH OUR OTHER PACKS

Church Treasurer Controls Pack (offering count, restricted funds, bank reconciliation), Church Treasurer Monthly Ops Pack (income log, expense & bills, treasurer report, budget vs actual) and Church Treasurer Giving & Care Pack (donor log & giving statements, mileage, benevolence, missions). Same fund codes, same Start Here layout.

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 churches and ministries. Not tax, legal, or accounting advice. Not approved or endorsed by the IRS or any denomination. Does not guarantee compliance or a clean audit. The housing allowance tools follow the general rules in IRS Publication 517; whether and how much your minister can exclude depends on their own situation, and ministers still pay self-employment tax on the allowance. Have a qualified CPA or attorney review the designation letter, the board-minutes wording, and your financial policies before adoption.

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