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How to do a balance sheet: download your free balance sheet template

5-minute read

How to do a balance sheet: download your free balance sheet template
Sam Bromley

Sam Bromley

5 May 2021

Understanding how to do a balance sheet will help you get a clearer idea of the health of your business.

It gives a snapshot of your assets and liabilities at a particular point in time, which should let you see whether your business is in a financially stable position.

Balance sheet definition

A balance sheet is a financial statement that shows:

  • what your business owns (assets)
  • what your business owes (liabilities)
  • shareholders’ equity (the money put into, and generated, by your business)

As the name of the document implies, the separate sections of your balance sheet need to balance. The theory is that what your business owes, as well as the money it has available, are what’s funding its assets.

This means the total assets should equal the combined total of your liabilities and equity. The balance sheet formula you need is:

Assets = Liabilities + Shareholder Equity

What does a balance sheet show?

As mentioned, you can use the balance sheet to check your business’s health at a particular point in time.

It’s one element of business accounting you can use to understand your financial position – other statements to look at include your profit and loss account, and cash flow.

The balance sheet is useful because you can see:

  • how easily you can access money, by looking at your current assets
  • how much financial risk you can take on, by comparing equity against your liabilities
  • how efficiently your business can generate revenue using its assets, by comparing your balance sheet to the profit and loss account

Download your balance sheet template

Your business’s assets, liabilities and shareholders’ equity get broken down even further on the balance sheet itself.

Download your free balance sheet template to cross-check this section against the terms used in the balance sheet, so you know how to fill it in.

Get your free balance sheet template

Download your free balance sheet template that you can edit yourself. Get instant access in the click of a few buttons.

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Please treat this article and template as a guide only – it’s not financial advice. If you run a limited company you won’t be able to use our balance sheet to complete statutory accounts. It’s always best to speak to a professional accountant or adviser about your business’s finances.

Balance sheet assets

This goes on the left side of the balance sheet. You separate what your business owns into current assets and fixed assets. This is in order of liquidity – meaning the assets that you can convert into cash more easily go at the top.

Current assets are what you use day-to-day when running your business, and you’ll typically use them within a year (for instance, the money in your business bank account). Current assets include:

  • cash – this could be money you have readily available, for example it’s in your bank account, or you have cheques you need to pay in (a cash flow forecast can help you plan for your cah inflows and outflows over 12 months)
  • accounts receivable – money that’s owed to you in the short-term, for example outstanding invoices that you’ve sent to customers and clients
  • inventory – your stock, items and works-in-progress that you’ll be selling to customers (you have to own these already)
  • temporary investment – short-term investments that you can easily convert into cash (equities aren’t included here, because their value fluctuates often)
  • prepaid expenses – including rent, energy and business insurance

Fixed assets and long-term assets. These can depreciate in value and also include items you own that aren’t tangible, like intellectual property and customer goodwill (your business’s reputation). Fixed assets include:

  • property and equipment – buildings, land, machinery and equipment (for example computers) that your business owns (be sure not to include equipment as a current asset under inventory – it should go here)
  • leasehold improvements – these are changes you’ve made to the commercial property that you rent, including redecorating
  • equity and other investments – investments that you can’t convert into cash easily and that fluctuate in value
  • less accumulated depreciation – how you estimate assets to lose value over time – for example, if you expect a computer that costs £1500 to last five years, you can divide £1500 by five to get a depreciation of £300 a year

In our balance sheet template, there’s space to include more assets, including intangible assets like intellectual property.

Balance sheet liabilities

Liabilities go on the right side of the balance sheet. Like assets, you can break liabilities down into current liabilities and long-term liabilities. Current liabilities include liabilities like rent and utilities, which are due over the next 12 months, while long-term liabilities include liabilities like loans that are due to be paid after 12 months.

On our balance sheet template, current liabilities include:

  • accounts payable – money that your business owes for goods and services
  • accrued compensation – money that your business owes for goods and services that you haven’t received, and that you haven’t been invoiced for yet
  • income taxes payable – money that you owe for taxes
  • unearned revenue – money received from a customer or client for work that your business hasn’t done yet
  • any other liabilities – current liabilities that don’t fall under the above categories

Long-term liabilities include:

  • mortgage – long-term loans for land or property that your business owns
  • other long-term liabilities – these could include deferred tax payments and other liabilities that you don’t need to pay back for at least 12 months

Balance sheet shareholders’ equity (or simply owner’s equity)

This part of the balance sheet goes below the liabilities section. It refers to the amount of money generated by a business – your net assets.

The balance sheet formula for this section is:

Shareholders’ Equity = Total Assets – Total Liabilities

On our balance sheet template you can see under this section:

  • capital stock – shares that a company has and can sell (essentially this is a liability, because this is what the business would owe to its owners if the business was sold)
  • retained earnings – income that’s been kept by the business rather than distributed to owners

If you’re a sole trader or unincorporated business, you might be wondering what shareholders’ equity means for you. It essentially represents how much you’ll be left with if you decide to stop trading, sell your business assets, and pay off your business liabilities.

In this case, capital stock is the money you paid into the business to set it up, before you started making money. Retained earnings is effectively 'the rest' – the money the business has made while it’s been operating that hasn't gone into things like paying bills or buying materials. This can be paid out to the sole trader.

Balance sheet and statutory accounts

If you run a limited company, your balance sheet forms part of your annual (statutory) accounts. These need to meet accounting standards, so you should speak to your accountant or tax adviser – you won’t be able to use our balance sheet template.

Read more about preparing statutory accounts for your limited company.

Do you use a balance sheet to understand the health of your business? Let us know in the comments below.

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We create this content for general information purposes and it should not be taken as advice. Always take professional advice. Read our full disclaimer

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