Are You Tracking Business Expenses the Right Way?



In any case, it’s best practice to separate your personal and business income and expenses. A business bank account makes keeping tabs on business transactions a breeze. QuickBooks has way more features than the other expense trackers in this list. It also requires the most knowledge, time, and effort to make it work. Run payroll, accept online payments, track bills and expenses and manage all of your taxes.

It’s a good idea to keep a detailed business calendar as a backup, whether on paper or in Google or Outlook. Then you can look back and see who you had lunch with on June 2 of the previous year. Reviewing your business will reveal your business’s financial status and help you make relevant decisions necessary for your business growth.

The ultimate guide to small business travel management

If you’re encountering any of these issues in your day-to-day business expenditure tracking, expense tracking apps might be a great option for you. Look for these signs and you’ll know it’s time to invest in an expense management solution. No matter which accounting method you choose for your business, it would help if you made a regular habit of saving and digitizing your receipts and records. Receipts are your only proof of legitimacy for business expenses when it comes time to file your small business taxes, and receipts can easily fade.


We’ll look at their unique features, the languages they support, and the pricing models on offer. A travel expense spreadsheet is designed to track all spending related to business travel. This might include airfare, hotel costs, car rental, food, credit card purchases, and any other expenses incurred while traveling for work.’s Excel spreadsheet for business expenses template

You can use this ledger to generate the business’s financial statements, including the income statement. You must record business expenses in a timely manner to know where your business stands. Record your business expenses and track total income on a regular basis, such as once per month.


The key to choosing an expense tracker lies in evaluating organizational needs and how well an app can perform those tasks regularly. You can either create your own spreadsheet or use a built-in Excel template. You just have to open Excel, click “New,” and type a keyword related to expense tracking in the search bar — something like “travel expenses” will give you a few templates to choose from. Though Excel also has template options, you may not get the full customization, features, and visual formats that come with a Work OS. But why bother creating a spreadsheet when you can use a template? For example, has a free template for tracking expenses that’s customizable and easy to use.

What are business expenses?

Separate accounts will make it easier to do your taxes, hire employees, purchase resources for your business, and reduce your personal liability. This is especially true if you obtain an EIN and become a single-owner LLC. With a clear picture of your business expenses, you can also keep track of how they change over time. Need to expense a meal with a client or track the mileage you put on the company van? Simply put, expense tracking software eliminates the need for manual entry of receipts and makes it easy for managers to check in on employee spending and track company spending.

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A account lets you keep all your business income and expenditures in one place. The business account also comes in handy when it’s tax time and you need to separate personal expenses from business expenses for tax deductions. Small business expense tracking apps help businesses to track employee spending when away on business travel and streamline the entire expense management process. These apps enable business owners and finance managers to track and manage expenses continuously for an accurate overview of business health. You can also take things a step further and invest in a scalable, automated spend management platform. Platforms like Stampli use AI and OCR to quickly and accurately scan documents, extract expense data, and present that information to you in real-time.

How to Track Business Expenses Using Accounting Software

However, the more sophisticated your business transactions become, the more likely you’ll need bookkeeping software to stay organized. This makes it much easier to adjust your digital records directly. Next, keeping track of your small business expenses can help you to determine which jobs are profitable. You can compare job expenses to revenue, and make adjustments to keep your business afloat. Divvy is a free, all-in-one expense management solution that helps you manage both business purchases and spending.

  • They’re recorded on the income statement—these expenses will be subtracted from business revenue to show a company’s net profit or loss and taxable income.
  • You’ll need to open a business checking account, a business savings account and a merchant services account .
  • When choosing our recommendations, we focused on 10 popular pieces of software that offer free trials so you can test them out before you choose the tier that’s best for your company’s needs.
  • Whether you track spending manually or use an automated tool such as My Spending Report, regularly make time to evaluate your spending history to identify trends.
  • You can use accounting software or expense management apps to streamline and simplify expense tracking and keep all your expenses, financial statements, and data in one place.

Moreover, it gives you all the data for credit card payments, debit card payments, or online payments in one place. And to make things even effortless, download one of the most popular invoicing software —InvoiceOwl. Maintaining a spreadsheet helps you note every business expense and record income with personalized details. You may add columns such as date, description, amount, category, vendor/client, purpose, and remarks.

Jobber’s Small Business Expense Tracker

Thus to avoid errors in important procedures, you should automate as many things in a limited How To Track Your Small Business Expenses In 7 Easy Steps. Real-time Notification Get notified whenever estimates and invoices are opened or payouts proceeded. That could be in payroll, key vendors or suppliers, or even office rent. If necessary, you may need to renegotiate your contracts moving forward. Hyper-accurate, up-to-date books that close on time, every time—without the effort.

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