Pro UK Gift Aid Donation Tracker

Every £1 donated by a UK taxpayer with a Gift Aid declaration is worth 25p more to your charity, but only if the declaration is valid, the donation is claimed on time and HMRC actually pays. This tracker keeps donors, declarations, claims and your charity's accounts in one workbook, so you always know what to claim next.

Made for treasurers of small UK charities, churches, PTAs and clubs. Record each donation once and the tracker works out the Gift Aid status, builds the next claim in HMRC's schedule column order, follows each claim until HMRC pays, and keeps your funds, bank checks and receipts and payments account up to date.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Gift Aid status on every receipt: eligible, small donation (GASDS), no declaration, outside the declaration or address missing, worked out from the Donors tab
• Gift Aid Schedule: donations ready to claim in the column order of HMRC's Charities Online schedule spreadsheet, with aggregated small gifts and sponsored events
• Donors and declarations: declaration date, backdated 4 years or not, cancelled date, Gift Aid this year and still to claim, and how long to keep each declaration (6 years after the latest claim)
• Claims: each claim with donations covered, Gift Aid and GASDS claimed, amount received and status (Draft, Submitted, Paid or Paid: difference)
• Small Donations Scheme (GASDS): cash and contactless gifts of £30 or less, with the £8,000 and 10x Gift Aid limits applied and an estimate for your next claim
• Claim deadlines: 4 years from the end of the financial period (tax year for trusts), 2 years from the end of the tax year for GASDS, with a 6-month warning
• Funds and bank: restricted, designated and unrestricted balances, a bank reconciliation per account and a check that funds match cash
• Receipts & Payments Account for your year end, plus a Dashboard with a "What needs your attention" list, claim batches table and 3 charts
• Up to 3,000 receipts, 1,500 payments, 500 donors and 40 claims

How it works (3 steps)

1. Set up once: charity name and type, year start, categories, funds and bank accounts (about 10 minutes)
2. Record as you go: income, payments, and donors with their declarations
3. Claim and report: copy the Gift Aid Schedule into HMRC's spreadsheet, submit on Charities Online, then log the claim and the payment when it arrives

What's included

• UK-Charity-Treasurer-Gift-Aid.xlsx: filled with fictional example data (20 donors, 140 receipts, 2 claims) so you can see how it works
• UK-Charity-Treasurer-Gift-Aid-BLANK.xlsx: an empty copy, ready for your own charity
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Rules follow gov.uk guidance, checked 02/11/2026: "Claiming Gift Aid as a charity or CASC", "Gift Aid declarations", "Schedule spreadsheet to claim back tax on Gift Aid donations" and the Gift Aid Small Donations Scheme
• A Gift Aid declaration needs your charity's name, the donor's full name and home address with postcode, and a statement that they pay enough UK tax. Aggregated lines can group donations of £20 or less, up to £1,000 a line
• HMRC accepts up to 1,000 donations on one schedule spreadsheet; you can submit more claims for more donations
• The Receipts & Payments Account suits non-company charities: for years ending on or after 30 September 2026, charities in England and Wales with income up to £500,000 can prepare receipts and payments accounts (Charity Commission). Charitable companies need accruals accounts
• Dates show as DD/MM/YYYY
• FAQ: Does it submit my claim to HMRC? No. You copy the schedule rows into HMRC's spreadsheet and submit through Charities Online
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer

DISCLAIMER

This tracker is a record-keeping aid, not tax or legal advice. Check gov.uk or ask HMRC's Charities helpline if you are unsure about a donation. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.