A complete, ready-to-use budget spreadsheet built for volunteer HOA boards. Income tracking, expense categories, variance analysis, and a 10-year reserve projection — all in one file.
No accounting degree required. Each tab has clear labels, color-coded input cells, and built-in instructions so any board member can use it from day one.
Budget vs. actual tracking for all income and expense categories. Variance columns calculate automatically — in dollars and as a percentage — so you can see at a glance which categories are over or under budget.
Enter your current reserve balance, annual contribution, investment return, and planned major expenses. The 10-year projection tells you instantly if your reserves will cover future repairs or if you're heading for a special assessment.
Step-by-step setup guide, color coding reference (blue = your inputs, black = calculated automatically), and tips for sharing the budget with your board each month.
Blue cells are where you enter your numbers. Everything else calculates automatically. Here's a sample of what the spreadsheet looks like for a 60-unit community.
| Line Item | Budget ($) | Actual ($) | Variance ($) | Variance (%) |
|---|---|---|---|---|
| INCOME | ||||
| Regular Assessments (dues) | $54,000 | $52,200 | ($1,800) | -3.3% |
| Late Fees & Interest on Delinquencies | $600 | $780 | $180 | +30.0% |
| Interest Income on Reserve Funds | $400 | $412 | $12 | +3.0% |
| TOTAL INCOME | $55,000 | $53,392 | ($1,608) | -2.9% |
| EXPENSES — ADMINISTRATIVE | ||||
| Professional Management Fee | $9,600 | $9,600 | $- | 0.0% |
| Insurance — Property & Liability | $4,800 | $5,140 | ($340) | -7.1% |
| Legal Fees | $1,200 | $450 | $750 | +62.5% |
| Subtotal — Administrative | $18,100 | $18,190 | ($90) | -0.5% |
| EXPENSES — MAINTENANCE & OPERATIONS | ||||
| Landscaping & Grounds | $7,200 | $6,900 | $300 | +4.2% |
| Pool Service & Chemicals | $3,600 | $3,820 | ($220) | -6.1% |
| Electricity — Common Areas | $2,400 | $2,180 | $220 | +9.2% |
| Subtotal — Maintenance & Operations | $24,180 | $23,700 | $480 | +2.0% |
| RESERVE FUND CONTRIBUTION | ||||
| Reserve Contribution — Required (from reserve study) | $8,400 | $8,400 | $- | 0.0% |
| TOTAL EXPENSES | $54,280 | $53,890 | $390 | +0.7% |
| NET SURPLUS / (DEFICIT) | $720 | ($498) | — | — |
Sample data for a 60-unit community. Blue = you type it. Black = auto-calculated.
Enter your email and we'll send you the template plus occasional tips for HOA board members. Unsubscribe any time.
No spam, ever. We respect your inbox as much as we respect a fully-funded reserve account.
Your free HOA Budget Template is ready. Click below to download the Excel file.
Download HOA Budget Template (.xlsx)File opens in Microsoft Excel, Google Sheets, or LibreOffice Calc.
Designed for treasurers and board members who aren't accountants — straightforward enough to use on day one, comprehensive enough to satisfy your auditor.
Built for the people who volunteer their Saturday mornings so their communities stay financially healthy.
No management company means no one else is tracking this for you. This template gives you a professional-grade budget without the professional price tag.
Just got elected treasurer with no accounting background? This template shows you exactly what categories to budget for and how to track it month by month.
Evaluating whether your management company is earning their fee? This template makes it easy to benchmark your actual spending against what they're billing.
If your board can't show you a real budget, use this template as a checklist for what a complete financial picture should include.
Common questions about HOA budgets, budgeting best practices, and how to use this template.
Your budget is one piece of the financial picture. These guides and tools cover the rest.
HOA VitalSigns goes beyond a spreadsheet — real-time dashboards, delinquency tracking, and reserve alerts built for volunteer boards.
Start Free Trial →