01
Gift Aid status on every receipt
Eligible, small donation (GASDS), no declaration, outside the declaration or address missing, worked out from the Donors tab
For treasurers of small charities, churches & clubs
7 reasons to claim every penny of Gift Aid
Every £1 donated by a UK taxpayer with a Gift Aid declaration is worth 25p more to your charity, but only if the declaration is valid, the donation is claimed on time and HMRC actually pays. This tracker keeps donors, declarations, claims and your charity's accounts in one workbook, so you always know what to claim next.
- Excel & Google Sheets, no macros
- Example + blank file
- Start-here guide
- One-off price, no subscription
Screens from the included example file. All names and figures are fictional.
25pextra per £1 with Gift Aid
3,000receipts
500donors
0macros, add-ons or subscriptions
The list
Why a ready-made tracker beats paper and a blank spreadsheet
02
Gift Aid Schedule
Donations ready to claim in the column order of HMRC's Charities Online schedule spreadsheet, with aggregated small gifts and sponsored events
Get the tracker · £17.99 Instant download · Excel & Google Sheets
03
Donors and declarations
Declaration date, backdated 4 years or not, cancelled date, Gift Aid this year and still to claim, and how long to keep each declaration (6 years after the latest claim)
Claims
Each claim with donations covered, Gift Aid and GASDS claimed, amount received and status (Draft, Submitted, Paid or Paid: difference)
Small Donations Scheme (GASDS)
Cash and contactless gifts of £30 or less, with the £8,000 and 10x Gift Aid limits applied and an estimate for your next claim
Claim deadlines
4 years from the end of the financial period (tax year for trusts), 2 years from the end of the tax year for GASDS, with a 6-month warning
Funds and bank
Restricted, designated and unrestricted balances, a bank reconciliation per account and a check that funds match cash
Get the tracker · £17.99 Instant download · stuck? Email us for help
Compare
Three ways to keep these records
| Feature | Paper or notes | A blank spreadsheet | This tracker |
|---|---|---|---|
| Gift Aid status on every receipt | ✗No | ~ If you build it | ✓ Built in |
| Gift Aid Schedule | ✗No | ~ If you build it | ✓ Built in |
| Donors and declarations | ✗No | ~ If you build it | ✓ Built in |
| Claims | ✗No | ~ If you build it | ✓ Built in |
| Small Donations Scheme (GASDS) | ✗No | ~ If you build it | ✓ Built in |
| Cost | Free, plus your time | Free, plus your time | £17.99 once |
What's inside
Everything you download
3 files
- XLSX UK-Charity-Treasurer-Gift-Aid.xlsxfilled with fictional example data (20 donors, 140 receipts, 2 claims) so you can see how it works
- XLSX UK-Charity-Treasurer-Gift-Aid-BLANK.xlsxan empty copy, ready for your own charity
- PDF Start-here.pdfone-page quick-start guide, including how to open it in Google Sheets
Also included
- Receipts & Payments Account for your year end, plus a Dashboard with a "What needs your attention" list, claim batches…
- Up to 3,000 receipts, 1,500 payments, 500 donors and 40 claims
Good to know
- A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
- HMRC accepts up to 1,000 donations on one schedule spreadsheet; you can submit more claims for more donations
- Dates show as DD/MM/YYYY
Is it right for you?
Made for some, honestly not for others
A good fit if you…
- treasurers of small UK charities, churches, PTAs and clubs
- use Excel or Google Sheets on a computer
- want to pay once, not another subscription
Not for you if you…
- need Apple Numbers or mobile-only editing
- want someone to do the records for you
How it works
Three steps, about 10 minutes to set up
- 1
Set up once
Charity name and type, year start, categories, funds and bank accounts (about 10 minutes)
- 2
Record as you go
Income, payments, and donors with their declarations
- 3
Claim and report
Copy the Gift Aid Schedule into HMRC's spreadsheet, submit on Charities Online, then log the claim and the payment when it arrives
Microsoft Excel2010 or newer (Windows & Mac) and Microsoft 365
Google SheetsFree Google account. Upload the .xlsx, then set the locale to United Kingdom
0
No macrosNothing to enable, no add-ons or subscriptions. Not designed for Apple Numbers or mobile-only editing. A computer is recommended
- Instant download
- Example + blank file
- Start-here guide
The offer
Pro UK Gift Aid Donation Tracker
£17.99one-off · no subscription
- Filled with fictional example data (20 donors, 140 receipts, 2 claims) (UK-Charity-Treasurer-Gift-Aid.xlsx)
- An empty copy, ready for your own charity (UK-Charity-Treasurer-Gift-Aid-BLANK.xlsx)
- One-page quick-start guide, including how to open it in Google Sheets (Start-here.pdf)
- Licensed for use within one business or household
Price includes VAT where applicable — calculated at checkout. Secure checkout by Payhip.
Questions? Email info@phkmedia.co.uk
Stuck after you buy? We'll help you set it up.
Digital download, nothing is posted. This tracker is a record-keeping aid, not tax or legal advice. Terms & licence.
FAQ
Questions people ask
Does it submit my claim to HMRC?
No. You copy the schedule rows into HMRC's spreadsheet and submit through Charities Online.
Does it work on a phone?
You can view it in the Google Sheets app, but entering data is easiest on a computer.
What happens after I pay?
This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you.
Can I get help if I'm stuck?
Yes. Message us at info@phkmedia.co.uk and we'll help you set it up.