How it works
- Pick the closing date. Usually December 31, or June 30 for a mid-year fiscal year. The closing date counts toward the old year.
- Add the items. Upload a CSV, paste rows from Excel or type them in. The example disappears as soon as you bring your own data.
- Check and export. Each row shows the days up to the closing date, the old-year share and the amount to defer. PDF, Excel and CSV include the schedule, the totals and the journal entries.
CSV columns
Columns are matched by their header, in any order. Commas, semicolons and tabs are detected automatically.
| Column | Required | Example | Note |
|---|---|---|---|
| Description | no | Liability insurance 2026/27 | Free text |
| Type | no | Expense or Revenue | Expense if left empty |
| Amount | yes | 2,400.00 or 2400 | Thousands separators are fine |
| From, To | yes | 2026-07-01 | Also 07/01/2026 or 1.7.2026 |
| Account | no | Insurance | Groups the journal entries |
The fastest way in from Excel is “Paste from Excel”: select the range including the header row, copy, paste. The template has the columns and the example rows, and the CSV you export here uploads again as it is.
Example: schedule at December 31, 2026
A company with a calendar fiscal year has booked four invoices that run into 2027:
- Liability insurance, CHF 2,400 for Jul 1, 2026 to Jun 30, 2027: 181 of 365 days fall after the closing date, so CHF 1,190.14 stays prepaid.
- Warehouse rent, CHF 4,500 for Q1 2027, paid in December: all of it belongs to 2027, CHF 4,500.00.
- Software license, CHF 1,800 from Nov 1, 2026: 304 of 365 days, CHF 1,499.18.
- Maintenance contract billed to a customer in advance, CHF 12,000 from Oct 1, 2026: 273 of 365 days are not yet earned, CHF 8,975.34 of deferred revenue.
Prepaid expenses at December 31, 2026: CHF 7,189.32. Deferred revenue: CHF 8,975.34. The journal entries per account sit right below the schedule.
What belongs in the schedule?
Invoices booked in the old year that cover time in the new one: payments made in advance (prepaid expenses) and amounts billed in advance (deferred revenue). Typical items are insurance, rent, software subscriptions, maintenance and service contracts.
Costs of the old year that are only invoiced next year, such as a final utility bill or accrued interest, are accrued expenses instead. For those, the “To closing” column shows the share to accrue at the closing date.
Related pages
- Insurance proration calculator — refunds and prepaid insurance for a single policy.
- SaaS proration calculator — plan changes and deferred revenue on annual plans.
- Invoice calculator — split one invoice across months, quarters or years with the full calculation.
Frequently asked questions
What is a prepaid expense schedule?
A list of payments made in advance, such as insurance, rent, software or maintenance, with the part that has not been used up at the closing date. That remainder is a current asset: prepaid expenses. The same schedule covers deferred revenue, amounts billed in advance that are not yet earned.
How is the deferred amount calculated?
Day-exact: amount × days after the closing date ÷ days in the service period. The closing date counts toward the old year. Example: a CHF 2,400 premium for Jul 1, 2026 to Jun 30, 2027 (365 days) with a Dec 31, 2026 closing date: 181 days fall after it, so CHF 1,190.14 stays prepaid.
Which files can I upload?
CSV files separated by commas, semicolons or tabs, for example saved from Excel (Save As, CSV) or exported from your accounting software. You can also paste rows straight from Excel. Amounts like 1,234.50 or 1234.50 and dates like 2026-12-31, 12/31/2026 or 31.12.2026 are recognized.
Is my data stored?
No. The file and the calculation stay in your browser and nothing is sent to a server. Close the page and the schedule is gone, so save it as CSV; the file can be uploaded again next time.
How do I book the deferrals?
At the closing date, debit prepaid expenses and credit the expense account for the unused part of a payment. For revenue billed in advance, debit the revenue account and credit deferred revenue. The schedule suggests one entry per account. In the new year, reverse the entries or amortize the balances monthly.
Does this follow IFRS and US GAAP?
Both require the accrual basis: costs and revenue belong to the period they relate to (IAS 1 under IFRS; ASC 340 for prepaid costs and ASC 606 for revenue under US GAAP). The schedule does the time-based split; materiality and accounting policy remain your call.