HSA Shoebox and Medical Expense Tracker Spreadsheet, Receipt Reimbursement Log, Google Sheets and Excel

An HSA shoebox and medical expense tracker that shows exactly how much you can pull out tax-free.

The "shoebox" strategy is simple: pay medical bills out of pocket now, keep the receipts, let your HSA stay invested, and reimburse yourself tax-free later - even years later. The hard part is the record keeping. Which bills qualify? Which ones have a receipt and EOB saved? What have you already paid yourself back for? This spreadsheet does that work for you. Log your bills, your withdrawals and your deposits, and the total you could withdraw tax-free today updates on its own.

WHAT IT DOES FOR YOU
- Withdraw-now total: the running total of qualified expenses you paid out of pocket and haven't reimbursed yet - split by person and by year. Only expenses that are ready count.
- Receipt readiness: every expense shows Ready, Partly reimbursed, Needs paperwork, Reimbursed, Not eligible or Paid from HSA, with a Flags column that says why (receipt missing, EOB missing, before your HSA open date, claimed elsewhere).
- No double reimbursements: log each withdrawal against an expense ID. A withdrawal with an unknown ID, for an expense that isn't eligible, or for more than the expense's amount is flagged and not counted, so nothing gets paid back twice.
- Contribution room by year: your limit from Self-only or Family coverage, months of coverage and the age 55+ catch-up, minus payroll, employer and your own deposits. Shows room left, an over-limit flag and the contribution deadline (usually April 15 of the next year, editable per year).
- Growth view: your invested HSA balance next to your shoebox, year by year, plus a what-if illustration of leaving the money invested (your return % and number of years). An illustration, not a prediction.
- Printable one-page Dashboard and Shoebox Summary (pick a year or All years): ready to withdraw, needs paperwork, reimbursed to date, by person and by category.
- Printable Receipt Index for your tax records: every expense with its date, provider, amount, status and where the receipt is saved.
- Nothing hidden: the Dashboard counts flagged rows and only says All clear when nothing is flagged.

WHAT'S INCLUDED
- ReadyFileCo-HSA-Shoebox-Receipt-Tracker.xlsx with 11 tabs: Start Here, Settings, Expenses, Reimbursements, Contributions, Contribution Room, Balances, Growth, Dashboard, Shoebox Summary, Receipt Index
- Quick-Start Guide (PDF) with a one-click "Make my copy in Google Sheets" link
- Example data for a fictional family of 4 so you can see how it works, plus easy steps to clear it
- Room for 1,000 expenses, 300 reimbursements, 300 contributions and 200 balance snapshots, for up to 6 people

CONTRIBUTION LIMITS
Limits are editable and prefilled for 2025-2027 from IRS figures (2023 and 2024 are filled in too): self-only $4,300 / $4,400 / $4,500 and family $8,550 / $8,750 / $9,000, plus the $1,000 catch-up at 55+. Add new years as the IRS publishes them.

EASY SETUP (ABOUT 10 MINUTES)
1. Settings: your HSA open date, the people your HSA covers, coverage by year and your birth year, in the yellow cells.
2. Log your medical bills with where each receipt is saved.
3. Log each reimbursement with the expense ID. Print the Dashboard, Summary or Receipt Index any time.

WORKS IN
- Microsoft Excel 2010 or newer (Windows or Mac)
- Google Sheets (free): use the link in the guide, or upload the file and choose File > Save as Google Sheets
- Not tested in Apple Numbers

PLEASE NOTE
- For organizing your records. Not tax, legal or investment advice. Check IRS Publication 969 or a tax professional. Not affiliated with any HSA provider.
- This is a digital download. Nothing will be shipped. You'll get a .zip file (spreadsheet and guide) and a separate Quick-Start Guide PDF.
- Colors on your screen may vary slightly from the listing images.
- For personal use by one household. Please don't resell or share the file.
- This template was designed by ReadyFileCo with the help of AI tools.

★ GETTING READY FOR TAX SEASON?
The Family Tax Document Organizer checks off every W-2, 1099 and 1098 as it arrives, including your HSA's 1099-SA and 5498-SA, and tells you when you're ready to file: https://www.etsy.com/listing/4602011643/tax-document-organizer-and-filing

★ GOT A STACK OF MEDICAL BILLS?
The Medical Bill and Deductible Tracker checks every bill against your EOB and shows how close each person is to the deductible and out-of-pocket max: https://www.etsy.com/listing/4602675648/medical-bill-tracker-spreadsheet

Questions? Message ReadyFileCo on Etsy. I'm happy to help.