Free roommate move-in planner
Roommate move-in checklist: who brings what?
List what each roommate is bringing, what you still need to buy, and who owns each item. Keep shared purchases separate from belongings someone already owns.
Download the free Excel planner or use the CSV in your preferred spreadsheet app.
Download CSVAfter a shared purchase, track repayments in You Owe Me.
By Ievgenii Iablonskyi · Published October 27, 2026
Download your who-brings-what spreadsheet
The planner has a starter list you can edit, space for your own items, and a separate example sheet. It records decisions; it does not calculate debts, transfer money or decide who legally owns an item.
The Excel file includes the planner and a worked example. The CSV includes the starter item list and the same planning columns, without formatting or the example sheet. You can import either file into Google Sheets; check the imported layout before sharing it.
How to fill in the planner columns
- Room and item
- Where it belongs and what it is. Add a quantity or size to the item name when that matters.
- Decision
- Bring, Buy, Skip or Undecided.
- Owner or buyer
- For Bring, name the existing owner. For Buy, name the person arranging the purchase.
- Expected cost and actual cost
- Keep the estimate separate from what was actually paid. Leave an unknown amount blank.
- Currency
- Write the currency next to the amounts. Do not add different currencies together.
- Agreed shares
- Name the people contributing and their agreed amounts or percentages. Do not assume every roommate is included.
- Status and needed by
- Use Not started, Bringing, Ordered, Ready or Skipped, and add a date if useful.
- Move-out agreement and notes
- Write what you agreed about keeping, selling or discussing the item when someone leaves. Add condition, receipt location or any open question.
You Owe Me does not receive what you enter in these downloaded files. Your spreadsheet app or cloud provider handles any copy you upload or share. Share the file only with the people who need it.
Start with three separate lists
For every item, decide whether someone is bringing it, you need to buy it, or you can skip it for now. Record who owns existing belongings. For a new shared purchase, agree on the budget, the payer and each person's share before spending.
Already owned
Write down who is bringing the item and who owns it. Sharing the use of a table does not automatically mean sharing its ownership or paying its owner.
Still needed
Choose a buyer, set an expected cost and agree who will contribute. Leave the actual cost empty until the purchase happens.
Bought and agreed
Record the actual amount paid and the shares everyone accepted. Track repayments separately so a planned purchase never becomes a debt by accident.
Room-by-room starter checklist
Check what the home already includes before buying anything. This is a starting list, not a requirement to purchase every item.
Kitchen
- Plates, bowls and mugs
- Cutlery and cooking utensils
- Pots and pans
- Kettle or coffee maker
- Food containers
- Dish soap and towels
Living and dining
- Sofa or chairs
- Table and chairs
- Lamps
- Rugs or curtains
Bathroom
- Shower curtain or bath mat
- Toilet brush
- Hand soap
- Shared cleaning supplies
Cleaning and laundry
- Vacuum or broom
- Mop and bucket
- Drying rack
- Laundry supplies
Shared essentials
- Internet router, if needed
- Bins and bin bags
- Basic tools
- Extension leads, if suitable
Personal items
- Bed and bedding
- Desk or personal furniture
- Personal towels
- Personal toiletries
Keep personal purchases separate unless you explicitly agree to share their cost. Check the lease or ask the landlord which furnishings and equipment are included.
Example: a kettle is brought in; a sofa is bought together
Maya, Leo and Sam are moving in together. Maya brings her own kettle. They agree to buy a sofa for 240 USD and split that purchase equally.
Swipe the table sideways to see the repayment amounts.
| Item | Decision | Ownership or purchase note | Amount to repay |
|---|---|---|---|
| Kettle | Bring | Maya already owns it; she will take it when she leaves. | None agreed. |
| Sofa, before purchase | Buy | Maya will buy it if the total stays within 240 USD. The roommates agree to equal shares. | Nothing recorded as owed yet. |
| Sofa, after purchase | Buy | Maya paid 240 USD. Her own share is 80 USD. | Leo owes Maya 80 USD; Sam owes Maya 80 USD. |
| Leo's first repayment | Repayment | Leo pays Maya 30 USD toward the sofa. | Leo still owes 50 USD; Sam still owes 80 USD. |
The ownership agreement is a separate question. The roommates also need to agree what happens to the sofa when someone moves out; the amounts above do not settle that for them.
For ongoing bills and repayments, use the roommate expense tracker template. To work out a particular shared bill, use the roommate bill split calculator.
Keep the balance clear after a shared purchase
When one roommate pays an agreed shared cost, You Owe Me for iPhone and iPad keeps each person's share and repayments in one history.
Record each agreed share
For the sofa, Leo and Sam each owe Maya 80 USD. Keep Maya's own share out of what others owe.
Add repayments as they happen
Record Leo's 30 USD payment and keep both entries: 80 USD owed, 30 USD repaid, 50 USD remaining.
Keep the reason with the balance
Add notes or a receipt photo, then use a reminder when it is time to follow up.
You Owe Me keeps money records; the planner keeps the inventory. The app does not decide ownership or move money between roommates.
Keep roommate repayments organized
Track agreed shares and repayments on your iPhone or iPad. Other roommates do not need the app for you to keep your record.
Download on the App Store
Scan with your iPhone camera to get You Owe Me.
View app details on the App Store
Agree on these points before a shared purchase
- Who is using the item? Include only the people who agreed to contribute.
- What is the spending limit? Confirm whether delivery or other purchase costs are included.
- Who pays first? Write down who will make the purchase and how the others will repay them.
- What are the shares? Agree on equal shares, specific amounts or percentages before buying.
- What happens at move-out? Record the arrangement you all accept, and revisit it if circumstances change.
A short written note can help everyone remember the same decision. This planner is an organizational record, not a legal agreement or a valuation tool.
Questions about moving in with roommates
What should a roommate move-in spreadsheet include?
List the item, room, whether to bring or buy it, the owner or buyer, expected and actual costs, currency, agreed shares, purchase status and any move-out agreement. Keep planned purchases separate from amounts actually owed.
Should we split the cost of furniture someone already owns?
Do not assume a contribution is owed just because the household will use the item. Discuss whether the owner is lending it for shared use, selling a share or making another arrangement, and record only what everyone actually agrees.
Does this spreadsheet calculate who owes whom?
No. It is a move-in inventory and purchase planner. Use the separate roommate expense tracker for shared expense calculations and repayments, or You Owe Me to keep ongoing money records on iPhone and iPad.
Can I use the planner in Google Sheets?
Yes. Import the Excel or CSV file into your own Google Sheets document and check the layout. The CSV contains the starter list and planning columns; the Excel file also includes a worked example.
What happens when a roommate moves out?
Review the ownership and move-out notes together. Agree what will be kept, taken or sold, and record any new amount to repay only after everyone involved accepts it. The planner does not calculate a buyout or determine legal ownership.
Do all roommates need the app?
No. You can share the spreadsheet using your usual tools. If one person chooses You Owe Me to track repayments, the other roommates do not need to install it for that person to keep records.