Private Household & Estate Budget Tracker – House Manager & Family Office Spreadsheet | Staff Cards, Vehicles | UK Excel + Google Sheets

Running a private household means many cards, many suppliers and several properties. At the end of every month someone asks where the money went. This workbook is built around how a house or estate office already works. You log the week's receipts. Card statements are checked against what was logged. The month closes with a short report for the principal or the family office.

Built for house managers, estate managers, household PAs and family offices in the UK.

What it does

- Expense Log (4,000 lines): date, department and sub-category from one drop-down, supplier, description, card or payment method, amount, receipt Y / N / N/A, property, vehicle and notes. The week commencing, department and card holder fill in automatically. A Check column flags missing dates, unknown categories, cards not on the register and lines outside the year.

- Departments: 12 ready-made departments with 80 sub-categories. They cover Kitchen / Chef, Drivers & Transport, Vehicles, Housekeeping, Butler & Pantry, Household Bills, Maintenance & Repairs, Gardens & Grounds, Staff, Events & Entertaining, Pets and Miscellaneous. All of them can be renamed, and there is room for 15 departments and 200 sub-categories.

- Card Register: up to 25 cards, each with its holder, provider and monthly limit. It shows spend this month against the limit, with near and over-limit flags. You also get each card month by month, and each card holder month by month.

- Card Reconciliation: one row per statement. You enter the statement total and it is compared with the logged total, with the difference flagged. Missing receipts are counted. Statements that run from the 15th to the 14th work as well as calendar months.

- Statement Lines: every logged line for one card, or all cards, over a period. Use it to tick a statement off, or filter to "receipts to chase only".

- Vehicle Register: up to 12 vehicles, with MOT, service, insurance and VED due dates. It shows days until each date with a red / amber / green status, the next item due, and the cost per car per month, per year and per mile.

- Annual Budget: a standard monthly budget per department, plus overrides for the months that differ (events, heating, the summer season).

- Monthly Summary: budget vs actual per department and sub-category, variance in £ and %, status, year to date vs budget to date, and annual budget left. Includes a department chart and a monthly trend chart.

- Weekly Report and Weekly Summary: one week in detail by department and card holder, with every line listed. A second view puts every week of the year side by side.

- Principal Report: one printable A4 page. It covers the month against budget, year to date, department variances, the ten largest items, spend by property, controls (statements reconciled, receipts outstanding, vehicle dates due) and a notes box for your commentary.

- Year Overview: every department, sub-category and property, month by month.

- Properties: an editable list. Tag lines to the country house, the yacht or the chalet, or leave the property blank for the main residence.

What's included

1. Private_Household_Estate_Budget_Tracker.xlsx: the blank workbook with 14 tabs. Gold cells are for typing and everything else is calculated.

2. Private_Household_Estate_Budget_Tracker_EXAMPLE.xlsx: the same workbook filled with a year of made-up figures for a fictional London household. It has about 2,100 lines, 8 cards, 5 vehicles and 3 properties, so you can see every tab working.

3. How_to_use_Private_Household_Estate_Budget_Tracker.pdf: a 7-page A4 guide covering setup, the weekly routine, month end and reporting.

Works with Microsoft Excel 2010+ (Windows and Mac), Excel for the web, Google Sheets and LibreOffice. No macros, no add-ins, and no formulas to write.

Your figures stay in your own file. Nothing is online or shared. Instant digital download.