How to Keep Track of Business Expenses: 3 Easy Steps

credit cards

The accrual basis is more complex than the cash-basis method and uses additional accounting categories. In accrual accounting, you record income and expenses when you incur them, regardless of when you receive money or pay. Consider also opening a business credit card to avoid mixing personal and business expenses and build business credit. A well-known personal expense tracker, Mint is also a simple tool for smaller businesses and freelancers to track where money is going. It lets you create budgets and goals within the app, and track your credit score.

  • Run payroll, accept online payments, track bills and expenses and manage all of your taxes.
  • However, operating expenses—expenses a company incurs by keeping the business operational—rarely have a direct impact on price or quality.
  • Thankfully, we live in a time where there are many expense tracker apps and user-friendly software options.
  • For small business owners knowing the difference between business and personal expenses is crucial in keeping well-maintained finances.
  • Small business expense tracking is a lot less painful than doing it manually if you have the right tool.
  • You need a comprehensive view that fully accounts for the entirety of your spend so you can see what you’re doing right or wrong and adjust based on business needs.

This visibility lets you monitor expense reports, invoices, credit card usage, and other important expense data as spending occurs. Greater visibility into your expenses allows you to anticipate future costs and make informed business decisions about managing expenses and investing in growth. Any small business needs to bookkeep to organize and monitor all business expenses.

Maintain Good Business Credit

Tracking business expenses can also help you demonstrate to lenders that your business is fiscally responsible and can be a trusted borrower when you need financing. Business expenses are those expenditures that relate directly to starting and maintaining your business. Additionally, many of the apps will let you scan receipts so you can digitize important documents, store transactions data, monitor statistics, and more. What’s more, you can get rid of all the papers after the required time of 3 years and still have all documents and receipts at hand. You never know when you’ll need that receipt from a lunch with a client that you had a year ago, or the invoice for your services. Overall, expense tracking can help you be more accountable and make better financial decisions.


Unfortunately, many small business owners struggle to keep track of receipts throughout the year. Even if the purchase was for a small amount, it can all add up in the long run. Therefore, you need to learn the best way to keep track of receipts and expenses.

Consider Integration with Existing Business Systems

It becomes exponentially easier to track and manage business expenses and reconcile your monthly spend if all expenses are automatically categorized and then stored. You need to be able to create customizable rules and smart category mapping. It’s important to separate business expenses from personal expenses because business expenses might help you qualify for tax deductions. Tax deductions are applied to your taxable income, potentially lowering the overall rate you must pay.

On the other hand, accrual basis accounting documents transactions in bookkeeping records once the sale is complete. Accrual accounting allows for businesses to submit deductions in the tax year in which the sale occurs regardless of when the final payment is made. While accrual accounting may be seen as more difficult due to its double-entry bookkeeping, it gives an accurate financial outlook as it takes a long-term view of the business’s finances. Cash basis accounting can be easier for small businesses to manage.

Mint: The free expense tracker for the self-employed

The https://quick-bookkeeping.net/ is searchable and editable whenever users need to make changes or add additional details after scanning their documents in real-time. One thing that may fly under the radar for independents is all the ways independents can use expense reports. As a business owner, you’ll need your expense information for taxes as well as your year-end reports. They’re also necessary for financial planning throughout the year. The more you know about your expenses, the more you can optimize your tax deductions, cash flow, and future planning to grow and scale.

you’re spending

We will talk about sure-shot tricks to control finance in business. These tricks are evergreen and can be applied to any sort of business. These business decisions in your business plan can either make or break your business. Therefore, they better be precisely calculated as per the business needs. When you are the sole proprietor of your business, your hands are full of several tasks at one time. And we all know you have the maximum room for mistakes when you have to focus on many important things simultaneously.

With it, you compare your actual How To Track Your Small Business Expenses In 7 Easy Steps versus your budgeted amounts and get a clearer picture of your financial situation. If you’re keen on using spreadsheets, we also have a budget template for Google Sheets for you to try out. You can’t run your business efficiently or effectively without staying organized, and you shouldn’t head into tax season without organizing your business expenses. We’ve already established that separating business and personal expenses is crucial for small business owners. This separation is a built-in function of your business when you start a new LLC or form an S corporation. These entities also shield your personal assets from liability if you run into legal issues through your business.

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Posted: Wed, 15 Mar 2023 11:22:25 GMT [source]

A spreadsheet can help you learn the ins and outs of simple business bookkeeping by familiarizing you with your business’s expenses. Spreadsheets help you manually record transactions regularly and categorize them with filters, tags, or formatting. WellyBox is the ultimate business receipt management solution, powered by the cutting-edge technology of GPT-3 and OCR. Our AI-driven platform seamlessly finds all your receipts in Gmail and Outlook, saving you valuable time and effort.


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