PTO Treasurer Spreadsheet and PTA Budget, Monthly Report, Bank Reconciliation, Google Sheets and Excel

A PTO and PTA treasurer spreadsheet that keeps your parent group's books audit-ready all year, with a monthly treasurer's report, bank reconciliation, two-person cash counts and a member-approved budget - in Google Sheets and Excel.

Made for the volunteer treasurer of a PTO, PTA, PTSA, booster club, home and school association or any parent group. Log each deposit and check once; the monthly report, reconciliation, budget, restricted funds and year-end summary fill themselves in. Most treasurer templates are a blank ledger and a report form you fill in by hand. This one does the math and checks the books for you.

WHAT IT DOES FOR YOU
- Register: one row per deposit, check or electronic payment, with a running balance, budget line, check number, two signers, approval (date or meeting minutes), receipt saved and the date it cleared the bank.
- Monthly Treasurer's Report (one printable page): pick the month - beginning balance, income and expenses by budget line, ending balance, year to date vs. budget, restricted fund balances, reconciliation status, open flags and signature lines for the minutes.
- Bank reconciliation by month: type the statement ending balance; outstanding checks and deposits in transit are found from the cleared dates. Each month shows Reconciled, Off by $X, In progress or Not done.
- Two-person cash counts: two counters, amount counted vs. deposited, and days to deposit against your limit (e.g. 3 days). Each counted deposit is matched to the Register, so nothing is counted twice.
- Budget vs. actual: the budget your members approved plus amendments, actual year to date, remaining and % used, with Over budget and Unbudgeted spending flags.
- Reimbursements: Waiting approval, Approved - unpaid or Paid, with days waiting (uses today's date). A request approved by the same person who asked for the money is flagged.
- Restricted funds: playground fund, 5th grade trip and other earmarked money tracked separately, plus restricted vs. unrestricted cash.
- Audit-ready checks: missing receipts, checks with one signer, checks signed by the payee, one-person cash counts, count vs. deposit differences, late deposits, unbudgeted and over-budget spending, months not reconciled, self-approved reimbursements and restricted funds below zero. The Dashboard says AUDIT-READY only when nothing is flagged.

PRINT-READY ONE-PAGE VIEWS
- Treasurer's Report for every meeting (pick any month of the fiscal year).
- Treasurer Dashboard: bank balance, restricted and unrestricted cash, income and expenses year to date, audit checks, reconciliation by month, open reimbursements.
- Year-End Summary for the financial review or audit committee and the incoming treasurer: income and expenses vs. budget, beginning and ending balance, restricted funds, open items, a handover checklist, and your IRS annual return form with its due date (the 15th day of the 5th month after your fiscal year ends - general information; check with your state or national organization and the IRS).

WHAT'S INCLUDED
- ReadyFileCo-PTO-PTA-Treasurer-Kit.xlsx with 11 tabs: Start Here, Settings, Register, Cash Counts, Reimbursements, Budget, Funds, Reconciliation, Treasurer Report, Dashboard, Year-End Summary
- Quick-Start Guide (PDF) with a one-click "Make my copy in Google Sheets" link
- Example data for a fictional elementary school PTO (fiscal year July 2026 - June 2027) so you can see how it works, plus easy steps to clear it
- Room for 1,500 transactions, 200 cash counts, 300 reimbursement requests, 60 budget lines and 12 restricted funds
- Any fiscal year: pick the start month (July - June by default)

EASY SETUP (ABOUT 30 MINUTES)
1. Settings: group name, fiscal year, beginning bank balance, signers and restricted funds.
2. Type your approved budget.
3. Log deposits and checks on the Register as they happen; each month, type the bank statement balance and print the report.

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
- This spreadsheet organizes your group's records. It is not accounting, tax or legal advice, and it is not an audit.
- Not affiliated with National PTA or any school district.
- 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.
- License: for use by one organization per purchase. Please don't resell or share the file.
- Colors on your screen may vary slightly from the listing images.
- This template was designed by ReadyFileCo with the help of AI tools.

★ MANAGING A SPORTS TEAM TOO?
The Youth Sports Team Treasurer tracks every player's balance, splits team costs to the penny and prints family statements: https://www.etsy.com/listing/4602063762/team-treasurer-spreadsheet-and-youth

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