Template Setup & Excel Help
Close out old workbook files, export final copies, save source documents, and start a clean template file for a new month or year.
Best for: customers finishing a month, quarter, or year and preparing to start a fresh template file.
Important: Record retention needs vary by situation. Ask your professional advisor how long to retain business, tax, payroll, and personal records.
Archive before you start over
- Review the current file. Make sure the final workbook reflects the completed period.
- Export a PDF. Save a final PDF of key summary, checklist, and confirmation pages.
- Save source documents. Keep statements, confirmations, reports, and receipts with the final template copy.
- Rename the final file. Use
FINALand the period in the file name. - Create the new working file. Start from a blank template or clean master copy rather than overwriting the final file.
- Carry forward only what is needed. Bring forward category names, vendor lists, or setup details if they are still correct.
Suggested archive structure
2025 Templates Archive/ Final Excel Files/ Final PDF Exports/ Source Documents/ Questions and Advisor Notes/
What not to do
- Do not overwrite the final file with the new year’s data.
- Do not delete source documents just because a summary exists.
- Do not copy old assumptions into a new year without review.
- Do not leave multiple drafts in shared folders without marking the final version.
FAQ
Should I use the same workbook every year?
For many workflows, a fresh yearly workbook is cleaner. Archive the old one first.
Can I copy categories into the new year?
Yes, if they are still useful and do not break the workbook structure.
What does FINAL mean?
It signals the archived copy should not be edited unless a correction is being documented.
How do I start a new month?
Use Save As from the blank or prior month file, update the month, and clear old entries only if the template is designed for that.
How long should I keep files?
Ask your tax, legal, or accounting professional for retention guidance.
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