When you deal with a bank account, whether for personal or business purposes, you usually rely on bank calculations for the current balance and the transaction details. Mostly this will work perfectly, but sometimes it can be a bad decision.

When the bank calculates the current balances and checks register, the companies sometimes don’t consider payments and deposits that are not cleared. It is common, especially when receiving undeposited checks.

To avoid this situation and have a more precise bank statement, people worldwide use a document called the checkbook register. In this article, we will show you how to make the perfect document and how to manage your money and deposits with a template.

Make sure to follow the instructions for a precise check register template. But before we see what you must do, let’s learn some basic concepts.

The checkbook register is a document used by businesses to keep record and track payments done in a specific period. It registers transactions made mainly on cash, check, and cash outlay.

The main objective of having a printable checkbook register is to better control money entering the organization. Since it is also a management tool, people also adapt the document to tell where the money is going and what it is being used for.

Even the most simple checkbook register can be a game changer for better tracking cash flow. It is a document that can be used by companies of all sizes and finalities.

As mentioned earlier, banks usually do great accounting transactions and balances. But they also make mistakes.

You can check for flaws and mistakes at any time by keeping a check register. This way, you can ensure that all transactions are accounted for correctly, preventing errors.

Another reason for using a checkbook register is the possibility of adding extra information on each transaction. You can easily edit those details to have a better understanding of the withdrawals done and other operations.

If you are now wondering how to make your own checkbook register template, don’t worry. Here is how to create it.

Follow these steps to create a complete document that can perform everything you need for a precise track your savings and overall balance. The most important categories to include are:

Date

The first step is to create a field dedicated to the transaction date. It is essential to have the date of the payment for legal and management reasons.

You can quickly locate the desired transaction in your check register using the date. It is often the first information contained in the document.

Transaction Identification

Only the date is not enough for identification since you can have multiple operations happening on the same day. For this reason, adding a description along with the other information is crucial.

The type of information in this category is up to who is filling the document. It can go from the kind of service done to the name of the payee.

Type of Payment

The type of payment done is also an important part of your Excel spreadsheet. It helps control where the money goes and enables you to understand important information about your customers, like how they usually pay.

Along with the type of payment, you can also assign the type of account where the money is going. It can be a savings bank account, for example, or a payments account.

Service Category

You can also add a field dedicated to writing the kind of service or product provided to the client. The two main reasons to track this information are to better manage and understand the most common requests from clients and to keep deeper records of the operation.

It doesn’t need long phrases like the description field. A simple word that describes it is enough.

Withdrawn

The withdrawn column of your template is where you will take note of any value removed from your check. It is one of the most important parts of the checkbook register and is responsible for tracking all the values taken off.

Creating description fields and identification information is crucial for understanding what this money is being used for and how much. When receiving money, the withdrawn section usually stays a blank space.

Deposit

The deposit is the complete opposite. It regards any value that has been added to the account. Keep your check register updated to ensure that these values correctly represent the amount you have in your bank accounts.

Since deposits are the opposite of withdrawals, this field will stay blank in the template when taking money from your account.

Balance

This category is where most business owners and managers focus on. It is responsible for telling you how much money you actually have.

It takes everything that was deposited and also what was withdrawn and calculates how much of that cash is left.

If you use an online tool for this task, like Google Sheets or Microsoft Excel, these calculations can be automated through the file menu. This makes it easier and less time-consuming.

If you want to make your document even more optimized and adapted for your business, this is for you. Here are some tips that can help make the entire process even easier:

Keep It Online

Since this kind of document needs to be constantly accessed and updated, it is always better to keep it in an online format.

Another advantage of using online formats is the option of uploading to cloud services like Google Drive. This way, you can access the document from anywhere at any time.

Restrict the Access

Since the checkbook register might contain sensitive information regarding a business’s income and expenses, it is natural that its access should be restricted. Whether it's a physical or digital check register, ensure that only trustworthy people access it.

This will make the document more organized, with fewer people making changes every time, and also make it safer for the company owner.

Constantly Update It

If you don’t keep it always updated with every new withdrawal or deposit, your template will have the same problem from the Bank’s data. You’ll end up missing different items that will make a difference in the final balance of your document.

Make sure to update your document as soon as a new item appears to guarantee precise results in the end. As previously mentioned, having an online editable file, like Excel, helps a lot.

When it comes to the creation of checkbook registers, there are tons of tools available. From known software like Google Sheets to specialized programs. Each one has its own tools and features.

Among all the options available, we highly recommend using Microsoft Excel for this task. It is not only an industry standard that dismisses the need for extra programs for the tasks, but it also has some of the most advanced features in the market.

It is the perfect tool to make your template with helpful automation features and formulas. If you don’t have a Microsoft Office activation key, you can find one at RoyalCDKeys for a lower price. This way, you save money and still have access to all the tools necessary to make your form.

If you don’t want to create your form from scratch, there is no problem. Here are some templates you can download and edit to better fit your needs.

Make sure to adapt all the categories to ensure the document has everything you need. Check the examples right below:

Template #1

Minimalistic template for checkbook register. A black and white printable document containing the main categories for tracking balance.

Get this template

Template #2

Vertical checkbook form. An editable template containing everything you need for effective checkbook tracking.

Get this template

Template #3

Simple template for Microsoft Excel. Checkbook register featuring a simple layout that is fully customizable.

Get this template

Check register documents are vital for better control of balance and actual income your business is generating. Most people leave this kind of task for the bank to track, but they often make mistakes.

For the form to work properly, it must feature the proper categories based on your needs and objectives. Each field of the template will have a different goal and impact on the overall result.

Now that you know everything you need, it is time to start creating your check register spreadsheet. Follow all the steps and tips to ensure the best results for your business.