Templates: Rules & Checklists for Shared Money
Use these copy-and-paste templates to make shared money simple. The goal is not “perfect budgeting” — it’s clarity: what counts, who pays, how you split, and when you settle.
Start here (recommended)
If you’re new to shared expenses, these guides explain the simplest systems before you copy a template:
- Start Here: Group Money Made Simple
- A simple agreement for shared money (copy-ready)
- How to split bills fairly (without drama)
- Google Sheets shared expense template (setup guide)
1) Group Money Rules (copy/paste)
Use this as a basic agreement for roommates, couples, trips, or clubs.
GROUP MONEY RULES (Version 1)
1) What counts as a shared expense:
- (Example) Rent, utilities, household supplies, approved group purchases
- Not shared unless agreed: personal items, individual subscriptions, optional upgrades
2) How we split costs:
- Default method: (choose one) Equal / Weighted by income / Usage-based
- Exceptions (if any): ______________________
3) How we track:
- One shared log (notes/app/spreadsheet)
- Each expense must include: date, category, amount, who paid, who benefits
4) Settlement schedule:
- We settle up: Weekly / Monthly / After each trip/event
- Deadline for repayment: ____ days after settlement summary
5) Approvals:
- Expenses above $____ require approval from: (all / 2-of-3 / admins)
6) Late payments:
- Grace period: ____ days
- If late: reminder → partial payment plan → re-balance future contributions
7) Changes:
- Any rule change must be agreed by: ______________________
2) Expense Log Template
Keep it simple. Copy these columns into any spreadsheet or note app.
DATE | CATEGORY | DESCRIPTION | AMOUNT | PAID BY | SPLIT METHOD | OWED BY | NOTES/RECEIPT
3) Monthly “Settle Up” Checklist (15 minutes)
- Confirm shared categories (what counted this month)
- Review large expenses (anything unusual?)
- Calculate balances (who paid vs who owes)
- Agree repayment deadline
- Adjust rules if needed (one small change max)
4) Roommates: Rent & Utilities Note
ROOMMATE SETUP
- Rent split method: ______________________
- Utilities: (water/electric/internet) split: ______________________
- Due dates: ______________________
- Who is responsible for payments: ______________________
- How receipts are shared: ______________________
- What happens if someone moves out: ______________________
5) Group Travel: Trip Budget Plan
TRIP PLAN
- Total expected budget range: $____ to $____
- Shared costs (hotel, car, tickets): ______________________
- Personal costs (meals, extras): ______________________
- Split method for shared costs: ______________________
- Who books what: ______________________
- Settlement points: (deposit / mid-trip / end): ______________________
6) Club Dues Rules
CLUB DUES RULES
- Dues amount: $____ per (week/month)
- Due date: ______________________
- Late policy: ______________________
- Refund policy: ______________________
- Approved spending categories: ______________________
- Approvals above $____ require: ______________________
- Transparency: monthly summary shared with members (yes/no)
Use-case playbooks (pick your scenario)
Roommates
- First-week roommate checklist
- Utilities when usage differs (fair split)
- Split rent when rooms aren’t equal
- Roommate agreement template (money + house rules)
Couples
- Joint vs separate accounts (rules)
- Splitting when one earns more
- Track who paid what (no resentment)
- Shared emergency fund (how much + where)
Friends & group travel
- Group travel budgeting guide
- Split Airbnb fairly (unequal rooms)
- Refunds & cancellations (travel)
- Collect money for group gifts
Community groups & buying clubs
- Start a buying club (complete guide)
- Price increase message (keep trust)
- When someone leaves owing money
- Transparent records for a small group
FAQ
Do we need a formal contract to use these templates?
No. Most groups only need a clear written agreement everyone can see. Use these templates to make expectations explicit. If money amounts are large or the relationship is sensitive, consider legal advice for your jurisdiction.
What’s the best split method: equal, income-based, or usage-based?
Equal is simplest for short trips and small recurring costs. Income-based is more sustainable for couples and long-term households. Usage-based works when consumption differs (utilities, room sizes). Pick one default rule and keep exceptions rare.
How often should we settle up?
For roommates: weekly or monthly. For trips/events: at deposit points and at the end. The key is consistency, so nobody feels “owed forever”.
What if someone pays late or avoids paying?
Use a short grace period, send a clear reminder, and offer a simple payment plan. If the behavior repeats, rebalance future contributions (e.g., they pay upfront next time) and reduce optional shared spending.
Should we use an app or a spreadsheet?
Use whatever your group will actually maintain. A basic spreadsheet works for most groups. If people forget to log expenses, switch to a single “money thread” with receipts and a monthly summary.
Can we customize these for our city or country?
Yes. Replace currencies, due dates, and any local rules. For tax- or benefits-related topics, always verify for your location.
How to use these templates
- Pick one template (don’t overbuild).
- Customize the blanks in 10 minutes.
- Run a short meeting and confirm everyone agrees.
- Use the expense log for one month before changing anything.
Want the full roadmap? Go to Start Here or browse Articles.
Disclosure: This page is for educational purposes only and does not provide individualized financial advice.