This workbook was made to show how the finance model could be tracked after money is received.
Income, expenses, delivery activity, cash position, and reserve policy each have their own sheet so the controls stay inspectable.
Workbook: 04_Budget_and_Tracking_Templates.xlsx
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Operating Controls Workbook
An operating workbook for tracking money in, money out, delivery, cash, and budget variance.
- Budget control
- Cash tracking
- Variance review
Overview
Source sheet: 00_Read_Me
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| xTend — Budget & Tracking Templates | ||||
| Empty templates ready to track actuals as they happen. | ||||
| These are blank trackers — they have NOT been pre-populated with invented numbers. Use them as you start logging actual income and expenditure. | ||||
Income
Source sheet: 01_Income_Log
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| Income Log — to be filled as donations / grants are received | ||||||
|---|---|---|---|---|---|---|
| Date | Donor / funder | Type | Amount (£) | Restricted to project? | Gift-aid eligible? | Notes / reference |
Expenses
Source sheet: 02_Expense_Log
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| Expense Log — to be filled per transaction | ||||||
|---|---|---|---|---|---|---|
| Date | Description | Category | Amount (£) | Programme / Admin / Fundraising | Supplier | Receipt reference |
Delivery
Source sheet: 03_Delivery_Log
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| Arm Delivery Log — to be filled per arm shipped | |||||||
|---|---|---|---|---|---|---|---|
| Ref | Country | Region / city | Type (basic/bionic) | Delivery date | Recipient ID (anon) | Fitting verified | Notes |
| A001 | Morocco | Ksar el Kebir | Basic | Within ~6 months of founding (Aug 2023) | Double amputee | Yes (per CV) | Source: HY CV; full prosthetics delivery to double amputee |
Cash Position
Source sheet: 04_Cash_Position
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| Monthly Cash Position Template — fill once bank statements are reviewed | |||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Apr | May | Jun | Jul | Aug | Sep | Oct | Nov | Dec | Jan | Feb | Mar | Total | |
| Opening cash | |||||||||||||
| Income received | |||||||||||||
| Equipment / capex | |||||||||||||
| Materials & delivery | |||||||||||||
| Other expenses | |||||||||||||
| Net cash flow | |||||||||||||
| Closing cash | |||||||||||||
Budget vs Actual
Source sheet: 05_Budget_vs_Actual
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| Budget vs Actual — link to Scenarios (or paste budget figures) and fill Actuals | |||||
|---|---|---|---|---|---|
| Line | Budget (£) | Actual (£) | Variance (£) | Variance (%) | Driver / explanation |
| Income — individual donations | |||||
| Income — corporate sponsorships | |||||
| Income — grants (unrestricted) | |||||
| Income — grants (restricted) | |||||
| Income — events | |||||
| Income — gift-aid | |||||
| Income — in-kind | |||||
| TOTAL INCOME | |||||
| Expenditure — filament & materials | |||||
| Expenditure — bionic components | |||||
| Expenditure — shipping & delivery | |||||
| Expenditure — travel & fieldwork | |||||
| Expenditure — partner fees | |||||
| Expenditure — fundraising | |||||
| Expenditure — admin | |||||
| Expenditure — governance | |||||
| Capex — printers & tools | |||||
| TOTAL EXPENDITURE | |||||
| Net movement in funds | |||||
Reserve Policy
Source sheet: 06_Reserve_Policy_Draft
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| Reserve Policy — DRAFT template for trustees | |||
|---|---|---|---|
| Item | Value / decision | ||
| Target free reserves (months of unrestricted expenditure) | [TBD by trustees] | ||
| Rationale | Fundraising volatility; FX risk (MAD/GMD); grant-cycle timing | ||
| Reviewed by | Trustees, at least annually | ||
| Trigger for replenishment | Reserve cover < lower bound for 2 consecutive months | ||
| Trigger for release to programme | Reserve cover > upper bound for 3 consecutive months | ||
| Designated funds account | [TBD bank account name] | ||
| Authorised signatories | [TBD] | ||