Get a Handle on Small Business Expense Tracking

Use this small business expense sheet template to track and categorize expense-related payments and payment methods. This template automatically calculates a running subtotal of payments, and allows you to track expenditures by date, method of payment, or payee. You’ll find space to add even more detailed expense information to ease accounting tasks and make tracking easier.

Using small business accounting software keeps all of your financial information efficient and up to date, simplifying the process for you down the line. If any of the following situations apply to you, manually tracking your business expenses may be the right choice. Part of the bookkeeping process is tracking business expenses properly. Any expenditure that is related to your business is considered a business expense. If you can, try to keep personal and business transactions separate, but here’s what you can do if you ever run into this situation.

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It also means they won’t show up in your business finances documentation, skewing their accuracy. Using a dedicated line of credit is better for your business, better at tax time, and definitely better if you get audited to use debit and credit for purchases. This is a receipt-capturing app which captures, processes and categorizes all your receipts instantly using OCR text recognition and machine learning so you can stop cut down on manual data entry. It’s known for automatically picking up the most important details on your receipts, even foreign ones, and does currency conversions for you. Since it’s cloud-based, as long as you have an internet connection, data is automatically synced across devices.

  • Zoho Expense integrates with other products including QuickBooks, Xero, G Suite, Slack and Lyft.
  • While not necessary for everyone, if you travel a lot for business, it may be worth investigating some of the expense apps on the market.
  • If you are importing your expenses into your accounting software, make sure the headings and categories match.
  • Recording your expenses daily can ensure that you are financially aware all year long and not just during tax season.
  • Business expense trackers are a solid investment for freelancers, solopreneurs, and other small-business owners who want to analyze costs and submit correct write-offs at tax time.

Once that account is operational, it should be used exclusively for business transactions. QuickBooks has a feature called Projects that makes tracking and accounting for billable expenses painless. Small Business Expense Tracking It keeps all of your project-related information in one place, such as invoices, expenses, time worked, and other details. You can properly track and account for billable expenses using Projects.

Why QuickBooks

These make it easier to reimburse employees quickly and see what and where they’re spending. However, if you’re a more established business that requires more potent capabilities, it could be worth your while to choose a tracker that costs a little more. Keep in mind that many of these apps charge per user, so what might seem like an affordable plan could add up to much more if you have dozens of users. If you’re looking for a completely customizable solution for your business’s needs, then SAP Concur Expense is the way to go.

Expense tracking is one of the least enjoyable aspects of business accounting. Here are nine of the most notable we’ve tested to help make this chore a snap. If you’re interested in becoming a better personal budgeter, check out our reviews of the year’s best budgeting apps.

Best for Dedicated Expense Cards

Expense tracking software can vary in price depending on the size of your business, the complexity of reports, department structure, categories (e.g. travel, office supplies) and functionality. 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. Business expense trackers are typically accessible online or via an app on your mobile device.

Small Business Expense Tracking

This daily expense report template is perfect for small business owners and employees to track expenditures. With this easy, clear format, you can organize your expenses to ensure that reimbursements are timely and accurate. Plus, use the daily expense report to track meeting, entertaining, lodging, and travel expenses, and customize the printable template to provide even more detailed financial information. Included on this page, you’ll find a small business expense template for monthly and daily tracking, a template for tracking startup expenses, and a spreadsheet for monitoring income and expenses. In addition, all business expense tracker apps should provide data storage for up to seven years.


Free expense management software is the easiest way to keep track of your expenses for the savvy small business owner. But when you’re ready to do more, take control of your finances and your business with FreshBooks. You can mark purchases or mileage as billable expenses, add your markup, and import them onto an invoice to send to a client. The best businesses have a process for business expense reimbursements that ensures the expenses are accurate and reimbursements get made in a timely manner. It’s pretty clear why it’s important for these to be accurate but the timeliness is also important. There are ways to track expenses manually, though this is only recommended if you have few business expenses to track.

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