Christmas Gift List: Spreadsheet or App?
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Use a spreadsheet if you buy for a handful of people, like building things yourself and mostly plan from a computer. Use a gift list app if you buy for more than about eight people, shop from your phone, or want reminders and running totals without writing formulas.
Both work. The right choice depends on how big your list is and where you are when you need it. Here is how they compare, and a simple layout to copy if you choose the spreadsheet.
Side by side
| Spreadsheet | Gift list app | |
|---|---|---|
| Cost | Free | Often free to start, some charge for more |
| Setup | 10 to 30 minutes to build columns and formulas | A few minutes to add names |
| On your phone in a store | Hard to read and edit | Made for it |
| Budget per person | Yes, if you write the formulas | Built in, in planners like Giftwise |
| Reminders before dates | No | Usually |
| Flexibility | Total: any column you want | Limited to what the app offers |
| Next year | Copy the file and clear it | Last year's gifts are still there to check |
When a spreadsheet is the better choice
- Your list is short, say under eight people.
- You enjoy setting things up and want custom columns, colors or charts.
- You plan at a computer and rarely check the list while shopping.
- You and a partner already share files in Google Sheets.
A spreadsheet is also a fine way to try a system before you commit to one. There is nothing to sign up for and you can see exactly how every number is worked out.
When an app is the better choice
- You buy for a lot of people across Christmas, birthdays and other occasions.
- You think of ideas or buy gifts while you are out, on your phone.
- You want to see spent and planned money per person without writing formulas.
- You want a reminder before each birthday or deadline.
- You want to look back next year and avoid giving the same thing twice.
The main hidden cost of a spreadsheet is upkeep. Every new person means new rows and a new total, and a broken formula can quietly make your budget look healthier than it is.
A spreadsheet layout to copy
If you go with a spreadsheet, these columns cover most of what you need:
- Person
- Budget for that person
- Gift idea
- Price (estimated, then the real price once bought)
- Status: Idea, To buy, Bought, Wrapped, Given
- Store or link
- Notes, such as sizes or where it is hidden
Add a summary tab with one row per person: their budget, the sum of prices for their gifts, and the difference. Count only Bought, Wrapped and Given as spent, and keep Idea and To buy as planned, so you can see both before you go over. Set the total budget first, then split it per person with the free holiday budget calculator and copy the amounts across.
If you choose an app
Pick one built for the job you have. Shared wish list apps help family tell each other what they want. Planners like Giftwise help the buyer track people, budgets and what is still left to buy. Our comparison of gift tracker apps covers the main options and where each one is strongest.
Questions and answers
Is there a free Christmas gift list spreadsheet?
You can build one in Google Sheets or Excel in a few minutes with the seven columns above. Giftwise also has a free printable gift and budget checklist if you prefer paper.
Can a spreadsheet track a budget per person?
Yes. Add a budget column and a summary row per person that subtracts the sum of their gift prices from their budget.
What is the downside of a spreadsheet for gifts?
It is hard to use on a phone, it won't remind you of dates, and you have to maintain every formula and total yourself.
Can I move from a spreadsheet to an app later?
Yes. Giftwise can import people from a CSV file, so you can export your spreadsheet and bring your list across.