Service Charge Budget Spreadsheet Template
Free service charge budget spreadsheet for UK blocks. Budget vs actual by category, per-flat apportionment and reserve fund — opens in Excel or Google Sheets.
No signup required · Free for UK residential blocks
General information only — not legal, financial or professional advice. You are responsible for how you use these templates. Full disclaimer
Category,Budget (£),Actual (£),Variance (£),Per flat (£),Notes Management fee,,,, Buildings insurance,,,, Cleaning & communal supplies,,,, Lift maintenance & LOLER,,,, Gardening & grounds,,,, Electricity (communal),,,, Water (communal),,,, Repairs & maintenance,,,, Reserve / sinking fund,,,, TOTAL,,,,
A clear service charge budget is the difference between residents trusting the numbers and a year of awkward emails. You need one figure per cost category, a per-flat share that matches your lease apportionment, and space to track what was actually spent.
This free service charge budget spreadsheet downloads as a CSV — open it in Excel, Google Sheets or Numbers. Fill in your block's categories, enter the budget you propose at the AGM, and update the actual column as invoices arrive.
What's in the spreadsheet
- Standard UK block cost categories (insurance, cleaning, lift, gardening, etc.).
- Budget, actual and variance columns for each line.
- Per-flat column — divide by the number of units or use your lease percentages.
- Reserve / sinking fund line separate from day-to-day costs.
- Notes column for invoice references and explanations.
- Total row to sense-check against the annual service charge demand.
How to use it at your AGM
- 1Review last year's actuals and note any overspends or underspends.
- 2Adjust the budget for known changes (insurance renewal, planned works).
- 3Add a realistic reserve contribution — do not leave major works unfunded.
- 4Present the total per flat at the AGM before leaseholders approve.
- 5Publish the approved budget to all leaseholders within 28 days of the demand.
Apportionment reminder
The per-flat column assumes equal shares for simplicity. Most leases apportion differently — by floor area, rateable value or a fixed schedule. Replace the formula with your lease schedule before issuing demands.