Raffle ticket tracker: know where every ticket and every dollar is
A free spreadsheet that logs every book of tickets you hand out, flags sellers who still owe money, catches duplicate numbers and adds up paper and online sales in one place. Plus printable sign-out sheets and turn-in slips for the folks who’d rather use a clipboard.
Get the free tracker
What’s in the tracker
- Ticket Books. One row per book: seller, phone, ticket range, date out, date back, unsold tickets and money turned in by cash, check or card. It works out what each seller owes and marks them Out selling, Owes money or Settled.
- Overlap check. If two books share any ticket numbers, the row turns red before it turns into a drawing-night argument.
- Buyer Log. Type in stubs as they come back. Any ticket number listed twice gets flagged, and you end up with a clean list for the drawing.
- Online Sales. Selling online too? Add your online totals and the dashboard shows the whole raffle, not just the paper half.
- Dashboard. Tickets out, tickets sold, total raised, progress toward your goal, money still owed and your top sellers. Nothing to type.
- Printable sheets (PDF). A seller sign-out sheet, a buyer log and seller turn-in slips with a cash count, two to a page.
How to use it
- Fill in Settings. Raffle name, ticket price and your goal. That’s it.
- Log every book before it leaves your hands. Seller, phone and the first and last ticket number. Five seconds now saves an hour later.
- Tape a turn-in slip to every envelope. Sellers fill in what sold and count the cash before they hand it over.
- Check the dashboard weekly. It tells you who to nudge, how close you are, and who deserves a thank-you note.
- Type in the stubs as they come back, so drawing day is a drawing, not a data entry party.
Where paper raffles usually lose money
- Books nobody wrote down. If you don’t know who has tickets 076 to 100, neither does anyone else.
- Envelopes that come back short. Usually an honest mistake. The turn-in slip makes it easy to spot and easy to fix the same day.
- No turn-in deadline. Set one a few days before the drawing and put it on the envelope.
- Two sets of numbers. Selling online and on paper? Give paper tickets a prefix or their own range so nothing collides.
Free book
Want the whole playbook?
Raffle Mastery by T. S. Leonard covers pricing, prizes, promotion, the legal stuff and drawing day, in plain English and with a few stories you won’t believe.
Free download with newsletter signup on chance2win.org.
Raffle ticket tracking FAQ
How do you keep track of raffle tickets?
Hand tickets out in numbered books and write down who took which numbers before they leave the table. When a book comes back, record the unsold tickets and the money. A tracker spreadsheet does the math and shows who still owes money.
Does the tracker work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. All the formulas and warnings carry over.
What if a seller sold bundles?
Type in the money they actually turned in. The tracker compares it to the full single-ticket price, so a small gap when people bought bundles is normal. A big gap is worth a friendly phone call.
What do we do with unsold raffle tickets?
Count them, record them on the Ticket Books tab, and keep the stubs with your records. They never go in the drawing.
How do we track paper and online raffle sales together?
Log paper books on the Ticket Books tab and add your online totals on the Online Sales tab. The dashboard adds them up. If you’d rather have one system do both, Chance2Win adds cash and check sales to the same drawing as online sales.
How many tickets should go in each book?
Twenty-five is easy to count and easy for a volunteer to sell. Give your strongest sellers a second book when the first one comes back.
Related templates
Rather not chase envelopes at all?
Chance2Win raffle websites track every ticket and every dollar for you. Supporters buy online, every seller’s sales are tracked, and your cash and check sales go into the same drawing.