Excel can help you reconcile your accounts and prepaids with ease. And below, I’m going to go over an updated version of my prepaid expenses template. This new template for 2026 will make it easier to add items and years by going across rather than vertically. It will also allow you to specify the purchase date and when you begin to amortize it.

You can download this template for free, here. The free version is locked and is limited to tracking five items. If you want more, you can get the full version from here, which is unlocked.

How the template works

There are only a few columns where you’ll need to enter any inputs, and that’s in columns A:E. This is where you enter the type of prepaid you want to track, including the purchase date, when you begin amortization, the starting balance, and the number of periods. Do not change the values in the period cost field, as they are calculated by formulas.

Prepaid expense template in Excel showing a list of prepaids.

Below, you can also enter the actual GL balance. Once you fill that in, the template will calculate any variance between that and the calculated total.

Once you enter the inputs for the prepaids, the rest of the template will populate. In the screenshot below, I have set Jan 2026 as my first month, but that can also be adjusted, and it is highlighted in yellow to let you know that this is a field that you can change.

Prepaid expense template in Excel showing a schedule of expenses.

There are a total of 60 periods in the template to accommodate up to five years of data, but this can be expanded.

The template will calculate your total amortized cost for the period, as well as the year-to-date (YTD) amounts since the start of the year, and those will reset again after every 12 periods. This way, you can track both your individual monthly amortization costs as well as your running total for the year. This is why you may want to have your first period be January, even if you don’t want to start amortizing in that month — you can simply change the first period that amortization starts, to ensure the YTD values calculate properly.

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