Use Google Sheets to decide who owes what, then use PayPal's current payment-request flow to collect the agreed amount. Keep the spreadsheet as the record of the bill and the payment log as evidence that money moved. A request is not a payment.

This works for rent, utilities, groceries, deposits, and moving costs. The former PayPal Money Pools feature isn't a current option for this workflow, so don't build a roommate system around it. A sheet plus individual requests is a practical starting point, and a printable log works too.

Agree on the split before anyone pays

The math should follow the expense, not habit. Pick a rule, write it down, and use the same rule until everyone agrees to change it.

Split rule Works well when Watch for
Equal split Everyone uses a shared bill about the same amount Simple, but it can feel unfair when usage differs
Per-person split Groceries, meals, tickets, or other individual costs Confirm who participated
Usage-based split Utilities with meter readings or tracked consumption Keep the readings or other supporting record
Room-size split Rent differs because bedrooms have different sizes Decide how to value common areas and storage
Income-based split Partners or households explicitly choose it Income is private and can change
Nights-stayed split Guests, short stays, or travel lodging Agree on arrival and departure dates
Reimbursement after proof Purchases need receipt review before repayment It takes longer, but gives people a clear record

Turns out, a spreadsheet won't settle a disagreement about fairness. Put the rule in a Rules tab before the next bill arrives.

Build a tracker that can explain one bill later

Create three tabs: Expenses, Payments, and Rules. Keep one row for each expense, even when the same bill repeats every month.

Field Example How to use it
Date 3/15/2026 Use the purchase or bill date
Description March electricity Make the bill easy to identify
Category Utilities Use categories such as rent, groceries, or moving
Payer Alex Name the person who paid upfront
Total $200 Enter the full bill amount
Split method Equal Record the agreed rule
Roommate share columns Alex $50, Bri $50, Casey $50, Dana $50 Enter each person's share, including the payer's share
Due to payer $150 Calculate the amount others owe the payer
Check $0 Confirm that all shares add to the total
Status Proposed, Requested, Paid, or Disputed Show where the expense stands
Receipt link Restricted folder link Store the receipt without making it public
Notes Meter reading or exception Explain anything unusual

Put roommate names in the share headers, such as G1:J1, and enter their dollar shares in the row below. If the payer is one of those people, calculate the amount due in K2 with =E2-INDEX(G2:J2,1,MATCH(D2,G$1:J$1,0)).

Use =ROUND(E2-SUM(G2:J2),2) for the check cell. A result of zero means the row balances.

For a four-person equal split, use =ROUND($E2/4,2) for the first three share cells. Let the last share equal =$E2-SUM(G2:I2) so cents don't disappear. Uneven splits are easier to audit when you enter dollar amounts directly.

Protect formula cells and headers after testing them. In Google Sheets, use the sheet's protection controls and leave only the input columns editable. Give named roommates access instead of posting a public edit link, and keep the receipt folder limited to the people who need it.

Track who owes whom

One running balance for the whole house can hide who is actually waiting for money. A separate balance view makes the result easier to explain.

Use the Payments tab for completed transfers only. Add columns for Date, From, To, Amount, Method, Related expense, and Reference. Record PayPal, cash, bank transfer, or another agreed method in the method column.

For Alex, whose share column is G, a balance formula can look like this:

=SUMIF(Expenses!$D$2:$D,"Alex",Expenses!$E$2:$E)-SUM(Expenses!$G$2:$G)+SUMIF(Payments!$B$2:$B,"Alex",Payments!$D$2:$D)-SUMIF(Payments!$C$2:$C,"Alex",Payments!$D$2:$D)

A positive result means Alex should receive money. A negative result means Alex owes money. For Bri, replace Alex with Bri and the G share range with Bri's share column.

Thing is, the formula only works when every expense row is complete. The check column catches most errors before they turn into an awkward group chat.

Send a PayPal request after the sheet is agreed

Follow the same order every time.

  1. Save the receipt. Take a photo or download the bill before requesting money. Use a restricted shared folder when appropriate.

  2. Enter the expense. Add the total, payer, split rule, individual shares, and receipt link. Include credits or earlier payments before calculating the amount due.

  3. Get agreement. Let roommates review the row, especially for uneven splits or personal items mixed into a grocery receipt.

  4. Open PayPal's current request-payment option. Select the roommate, enter the exact amount, and add a note that identifies the expense. Check any fee shown before sending, and agree beforehand who covers it.

  5. Mark the row as Requested, not Paid. Once the payment shows as completed, add it to the Payments tab and copy the payment reference or confirmation detail into the record.

  6. Review recurring balances. Check the sheet after each bill and settle the open balances on a schedule the household accepts.

A request message can stay short:

March utilities, per the shared sheet: your share is $50. I sent the PayPal request with the receipt linked in row 14.

Use a due date only if the group has agreed on one. A sent request is not proof that the reimbursement was completed.

Record exceptions instead of rewriting history

Real households produce messy rows. Keep the original expense and add a clear adjustment when something changes.

  • Refunds and credits: Add a new negative adjustment linked to the original bill. Don't delete the first row.
  • Personal purchases: Remove clearly personal items from the shared total or record them separately.
  • Deposits and move-out costs: Label refundable deposits, cleaning charges, and final bills separately.
  • Guests: Use the agreed nights-stayed or per-person rule instead of quietly adding another share.
  • Non-PayPal payments: Record the payment in the same tab and identify the method.

Recurring bills get one row per month. Never overwrite last month's amount, because the history may matter when someone moves out or challenges a balance.

Receipt links should show enough evidence to explain the charge without exposing unrelated account details. A cropped receipt is often better than a full statement.

A printable log can work

Not everyone wants a shared online file. Print the same columns, number each receipt, record who paid, and mark each reimbursement as requested or paid.

To be honest, a clean paper log beats a neglected app. Store it with the receipts and have roommates initial corrections.

Keep personal and business records separate

A roommate reimbursement can represent a personal shared expense, but the payment platform's label alone doesn't resolve its tax treatment. The IRS says separating business and personal transactions makes it easier to determine what tax is owed.

If PayPal sends a Form 1099-K, use the IRS Form 1099-K FAQs to review the applicable steps, especially if the form appears to cover payments you believe were personal reimbursements. If you own the property, collect rent as a landlord, sublet space, or mix household payments with business activity, you have a different fact pattern. Keep the receipts and ask a qualified tax professional when the treatment is unclear.

Test one bill before copying the system

Create the three tabs, enter last month's utility bill, and confirm that the share cells add exactly to the total. Have everyone approve the row, send one request, and add the completed payment to the ledger before using the same setup for rent and groceries.