Free printable
Utility Account Tracker: Free Printable
By Jason Su · Updated September 18, 2026
Most households pay between eight and fifteen recurring service accounts, and almost nobody can list them all from memory. This sheet does two jobs: it gives you the phone number and account number for every one of them for the day something goes wrong, and it shows you what you are actually paying every month — which is where people usually find money.
Why this is worth an hour
A family taking over a house needs it. Disconnecting, transferring, or closing utilities requires account numbers and phone numbers that are impossible to reconstruct under pressure. Without this sheet, someone spends a week on hold.
You will probably find something to cancel. Nearly everyone who writes this list finds at least one service they no longer use and are still paying for. The list pays for itself in the first month.
It is proof of address and account history. Useful for all kinds of applications, and much easier to produce from one sheet than from a filing cabinet.
The sheet
Utilities
| Service | Provider | Account number | Login stored where | Monthly cost | Autopay | Phone |
|---|---|---|---|---|---|---|
| Electricity | [ ] | |||||
| Natural gas | [ ] | |||||
| Water | [ ] | |||||
| Sewer | [ ] | |||||
| Trash and recycling | [ ] | |||||
| Heating oil or propane | [ ] |
Communications
| Service | Provider | Account number | Login stored where | Monthly cost | Autopay | Phone |
|---|---|---|---|---|---|---|
| Internet | [ ] | |||||
| Mobile phones | [ ] | |||||
| Landline or VoIP | [ ] | |||||
| TV or streaming | [ ] | |||||
| Streaming service | [ ] | |||||
| Streaming service | [ ] |
Home services
| Service | Provider | Account number | Login stored where | Monthly cost | Autopay | Phone |
|---|---|---|---|---|---|---|
| Home security | [ ] | |||||
| Lawn or landscaping | [ ] | |||||
| Pest control | [ ] | |||||
| House cleaning | [ ] | |||||
| Snow removal | [ ] | |||||
| Pool or spa service | [ ] | |||||
| HVAC service plan | [ ] | |||||
| Septic service | [ ] |
Property and recurring costs
| What | Who | Reference number | Amount | Due | Phone |
|---|---|---|---|---|---|
| Property tax | |||||
| HOA or condo fees | |||||
| Home warranty | |||||
| Water heater rental | |||||
| Solar or equipment lease | |||||
| Storage unit | |||||
| Post box rental |
Total monthly
| Amount | |
|---|---|
| Total monthly cost of all services above | |
| Annual equivalent |
Seeing the annual figure is often the part that prompts a phone call.
Things to check while the list is in front of you
- Any service I no longer use and could cancel
- Any service that has two accounts for the same thing
- Any promotional rate that has expired (worth calling about)
- Anything on autopay with an expired card
- Anything where the account holder is someone who has died — see how to close a bank account
- Anything where the login is not in my password manager yet
How to use it
- Start with the bank statement. Recurring charges are the complete list; your memory is not. Three months of statements catches everything monthly.
- Add the annual items by checking twelve months of statements — home warranties and equipment leases hide there.
- Write down the phone number for each one. That is the column nobody fills in and the one everyone needs later.
- Note where the login lives. For most of these it is a password manager; recording that is enough. See the Password Log Sheet.
- Check the total against what you thought you were spending. Discrepancies are where the useful surprises are.
- Give a copy to one person. See the privacy note in how to organize your paperwork — account numbers belong with your other protected records, not on a noticeboard.
Frequently asked
Should I put account numbers on this sheet?
They are needed for transfers and cancellations, so yes — but keep the finished sheet somewhere protected rather than on display, and never put a password on it. Record where the password lives instead.
Is this the same as the Subscriptions and Bills Tracker?
They overlap. That sheet is about spotting and cancelling recurring charges; this one is about being able to reach each provider. If you only want one, this sheet covers more ground — see subscriptions and bills tracker.
How often should I update it?
Whenever a provider changes or a rate changes, and once a year for the total. Reading the total annually is the habit that keeps the number honest.
What if the account is in someone else’s name?
Note whose name is on it. That matters for transfers, and it matters a great deal if that person dies — some services can be transferred and some have to be closed and reopened.
Do I need the login for each of these?
Not always, but you need to know where it is. You will occasionally need to sign in for a bill, a rate change, or a cancellation.
Is it worth calling about a rate increase?
Often yes. Retention departments frequently have a discount they do not advertise, particularly for long-standing accounts. One phone call is the highest-return use of this sheet.
Next step
Pull three months of bank statements and write down every recurring charge. That is the complete list, and it takes about forty minutes.
Then note where each login lives, and check the total on the back of the sheet — that number is usually the surprise. The Insurance Policy Tracker covers the policies side, and together the three sheets cover your household’s recurring commitments.
This is a blank record sheet, not financial, legal, or tax advice. Rates, transfer rules, and cancellation terms vary by provider — please confirm details with each provider.