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Free template · 2026

Small-Business Expense Tracker

Log each expense with its vendor, category, and payment method, and the sheet totals your spending by category and by payment method — so cash, card, and bank transfers stop blurring together. Free for Excel and Google Sheets.

↓ Download the template .xlsx · Excel & Google Sheets No signup. Free to edit and reuse.

What's inside

Expenses

Date, Vendor, Category, Payment method, Amount, Reimbursable, Notes. Drop-downs for category, payment method, and reimbursable keep the data tidy.

Summary

Total spend, a breakdown by category, a breakdown by payment method, and the total amount marked reimbursable — all calculated automatically.

Categories

Editable lists for categories and payment methods. Change them here and the drop-downs on the Expenses sheet follow.

Ask where the money actually went

The Summary totals by category and method. For the follow-up questions — "how much did we spend on software by card last month?" — upload the file to Quiriz and ask in plain English. Free to try.

Ask your spreadsheet a question →

How to use it

  1. Download and open it in Excel, or import it into Google Sheets (File → Import → Upload).
  2. Log each expense on the Expenses sheet: date, vendor, category, payment method, amount, and whether it's reimbursable.
  3. Read the Summary sheet. Totals by category and by payment method, plus reimbursable owed, update as you go.
  4. Adjust the lists on the Categories sheet to match your own categories and payment methods.

Frequently asked questions

How do I use the expense tracker template?
Download the file, open it in Excel or import it into Google Sheets, and log each expense on the Expenses sheet with a date, vendor, category, payment method, and amount. The Summary sheet totals spending by category and by payment method automatically.
Does it separate cash, card, and bank payments?
Yes. Each expense has a Payment method drop-down, and the Summary breaks spending down by method — so cash, card, and bank transfers no longer get confused with each other.
Can I track reimbursable expenses?
Yes. There's a Reimbursable column with a Yes/No drop-down, and the Summary adds up the total marked reimbursable so you know what's owed.
Is the template free and does it work in Google Sheets?
Yes to both. It's free with no signup, and because it's a standard .xlsx you can import it straight into Google Sheets, where the SUMIF formulas work the same as in Excel.

Related: profit & loss tracker template · how SUMIF works.