Free nonprofit spreadsheet templates
Three spreadsheets we wish every organization started with. Free to download, use and change.
Each one is set up the way a database would be, one row per thing, so the day you outgrow it, moving to an app is easy.
Volunteer shift sign-up sheet
One row per shift slot: date, times, program, role, volunteer, whether their requirements are done, check-in and check-out times, and hours. Filter by program or volunteer to total hours for a grant report.
Download the volunteer shift sign-up sheet CSV, opens in Excel, Google Sheets or Numbers
Outgrowing it? A volunteer scheduling app lets volunteers claim shifts on their phones and records hours at check-in.
Food pantry intake log
One row per donation received: date, location, donor or source, item, category, quantity, unit, weight, expiry date and where it was stored. Totals by month, category or donor come straight out of a pivot table.
Download the pantry intake log CSV, opens in Excel, Google Sheets or Numbers
Outgrowing it? Inventory for food pantries and donated goods logs intake at the door on a phone.
Board report with metric definitions
A short list of the numbers boards usually ask for, each with exactly how it is counted, where it comes from and who owns it. Agreeing on the definitions is most of the work of a reliable board report.
Download the board report template CSV, opens in Excel, Google Sheets or Numbers
How to get the most from them
- Keep one row per thing (one shift, one donation). Never merge cells.
- Use the same spelling for programs, locations and categories every time; a short list in a second sheet helps.
- Keep one copy in a shared drive rather than emailing versions around.
- Write down what each column means, just as the board report does.
Questions
Are the templates really free?
Yes. Use them, change them and share them inside your organization.
Why CSV and not Excel files?
CSV opens in every spreadsheet program, including Excel, Google Sheets and Numbers. Save it in your program’s own format once you start using it.
When should we move from a spreadsheet to an app?
When the same numbers are typed in more than once, several people need to change it at the same time, people in the field fill it in from their phones, or a monthly report takes hours to rebuild. The spreadsheet cost calculator puts a number on it.
Tell us how the work gets done today.
Use the contact form or write to hello@sarasoris.com. The first conversation is free.
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