FREE BUSINESS TOOL
Free Business Expense Tracker
First, download this premium Excel expense tracker for UK sole traders and partnerships. Then, record purchases, receipts, VAT and business-use amounts in one organised workbook.
Download the free trackerBook a free 15-minute check
PREMIUM EXCEL TEMPLATE
Download your business expense tracker
Importantly, the workbook is ready to use in Microsoft Excel. In addition, it contains automatic totals, monthly summaries, category analysis, VAT calculations and missing-receipt checks.
- First, record up to 500 purchases.
- Next, choose from clear expense categories.
- Then, split mixed costs by business-use percentage.
- Finally, review totals on the automatic dashboard.
Excel workbook (.xlsx). No email address or registration is required.
Prefer someone to keep your records organised? Book a free 15-minute bookkeeping check to discuss the support that fits your records.
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£0.00
| Month | Total paid | Business use |
|---|---|---|
| Jan | £0.00 | £0.00 |
| Feb | £0.00 | £0.00 |
| Mar | £0.00 | £0.00 |
What is included in the expense tracker?
For example, many basic expense spreadsheets only provide a blank list. However, this business expense tracker combines a detailed expense log with an automatic dashboard and a plain-English guide.
Automatic dashboard
First, choose the reporting year. As a result, monthly spending, business-use totals, VAT recorded and missing receipts update automatically.
500 expense rows
Next, enter the date, supplier, description, category, payment method, total paid and receipt status for each purchase.
VAT breakdown
Then, select the VAT rate shown on the document. The workbook calculates the VAT element and net amount for your records.
Business-use calculation
Finally, select a business-use percentage for mixed costs. Therefore, the workbook records the relevant business share separately from the total paid.
How to use the business expense tracker
Open the Expense Log
First, enter one supplier purchase or receipt on each row. In addition, use the drop-down lists to keep categories and payment methods consistent.
Add the expense details
Next, enter the total paid, VAT rate and business-use percentage. Then, mark whether the supporting receipt has been saved.
Review the Dashboard
Finally, return to the Dashboard. As a result, you can review monthly spending, category totals and receipts that still need attention.
Why track business expenses regularly?
Firstly, regular expense tracking gives you a clearer view of where business money is going. Secondly, organised records make it easier to review supplier costs, subscriptions, travel, materials and other purchases.
In addition, a consistent record helps you spot missing receipts before they become difficult to find. For instance, the tracker highlights rows marked “No” in the receipt column and counts them on the Dashboard.
However, a spreadsheet is only as accurate as the information entered. Therefore, add purchases regularly and keep the supporting invoice or receipt with your records. Also, review unusual transactions rather than guessing a category.
Expense categories in the template
For clarity, the drop-down list contains common bookkeeping categories. These include advertising and marketing, bank charges, insurance, motor and travel, office supplies, phone and internet, premises, professional fees, software and subscriptions, training, stock and materials, and other costs.
Nevertheless, categories do not decide whether a cost is claimable. Instead, they help keep records consistent for review. Therefore, check current guidance or speak to a suitably qualified professional when the treatment of a cost is unclear.
VAT and mixed-use costs
Importantly, the VAT column is designed to record the VAT shown on a receipt or invoice. For example, when a £120 purchase includes VAT at 20%, the tracker records £20 VAT and £100 net.
In contrast, business-use percentage deals with costs that may have both business and personal use. For example, a £120 payment with 50% business use produces a £60 business-use amount. However, the workbook does not decide VAT recovery or tax treatment. Therefore, review eligibility separately.
Useful tools for sole traders and partnerships
Next, use our free UK invoice template and generator to create customer invoices. In addition, explore our free business tools and calculators or learn about our bookkeeping support for sole traders and partnerships.
Business expense tracker questions
Is the business expense tracker free?
Yes. The Excel expense tracker is free to download and use. In addition, no email address or registration is required.
Who is this expense tracker designed for?
It is designed for UK sole traders, freelancers and partnerships. However, any small business can use the workbook as a general record-organising tool.
Does the tracker calculate VAT?
Yes. First, select the VAT rate shown on the receipt or invoice. Then, the workbook calculates the VAT element and net amount automatically.
Can I record expenses with personal and business use?
Yes. Enter the total paid and choose a business-use percentage. As a result, the tracker calculates the business-use amount separately.
Can the tracker show missing receipts?
Yes. Select “No” in the receipt column. Consequently, the row is highlighted and the Dashboard counts the missing receipt.
Does the Dashboard update automatically?
Yes. When you add dated expenses, the monthly and category summaries update automatically for the reporting year selected on the Dashboard.
Does the tracker decide whether an expense is claimable?
No. Instead, it organises the information you enter. Therefore, check current guidance or obtain suitably qualified advice when treatment is unclear.
Need help organising business expenses?
Real Key Accountancy provides practical bookkeeping support for sole traders and partnerships. We can organise receipts, expenses, digital records and VAT bookkeeping where applicable. Support is quoted after reviewing your transaction volume and agreed requirements. Book a free 15-minute check for a clear next step.
Book a Free 15-Minute Bookkeeping CheckInformation is general and may not cover specialist transactions. Therefore, check current guidance or speak to a suitably qualified professional where necessary.