Small Business Expense Tracker

Small business expense tracker spreadsheet: every business expense in one running list, sorted into your own categories, with the sales tax you paid, the deductible amount, a mileage log, a monthly summary and a dashboard with charts.

WHAT IT DOES

• Expenses: date, vendor, description, category, payment method, total paid and the sales tax on the receipt, plus a column for the receipt's file name or link
• Before-tax amount and deductible amount calculate for every expense, using the deductible share you set for each category (for example 50% for meals)
• Categories: 16 starter categories you can rename, room for 20, each with its own deductible share
• Mileage log: date, from, to, purpose and distance, valued at your rate per km or mile
• Monthly summary: before-tax totals for every category in every month of the year, the year total, the deductible amount and the sales tax paid, plus a mileage line
• Dashboard: total spent, sales tax paid, deductible amount, average per month, number of expenses, biggest category, a table by category and by month, and two charts
• No monthly copying: one list for the whole year. Change the year on the Settings tab to see another year
• Room for 2,000 expenses and 500 trips. Works in any currency and with any sales tax name (GST, HST, VAT, sales tax)

WHAT YOU GET

• Small-Business-Expense-Tracker.xlsx (blank)
• Small-Business-Expense-Tracker-with-Sample-Data.xlsx (a filled-in example: 62 expenses and 18 trips)
• Quick-start guide (PDF)

HOW YOU GET IT

Digital download. After checkout you get a download page right away, plus a receipt by email. Nothing is shipped.

COMPATIBILITY

• Microsoft Excel 2016 or newer (Windows or Mac) and Excel for the web
• Google Sheets: upload the .xlsx to Google Drive, open it, then File > Save as Google Sheets
• Needs a computer or tablet with a spreadsheet app. This is not an app or a printable planner

GOOD FOR

Freelancers, self-employed people and small businesses who want every expense, receipt and business trip in one place, ready for tax time.

PLEASE NOTE

A record-keeping tool, not accounting or tax software, and not tax advice. Deductible shares and mileage rates are your own inputs: check the rules that apply to you with your accountant. For use in your own business; please don't resell or share the files.

DISCLAIMER

This template is a planning tool and does not replace advice from a qualified or licensed professional (such as an accountant, financial advisor or lawyer). Check the results before you rely on them.

HOW IT WAS MADE

Designed by VARS Digital with AI-assisted tools. Every formula is checked before release, and the sample file shows each tab working.

QUESTIONS

Email varsdigitals@gmail.com and we'll help you get set up.