How to Keep Track of Business Expenses small business expenses app Tips & Tools

How To Efficiently Keep Track Of Business Expenses

Expensify supports corporate card reconciliation, and next-day direct deposit reimbursement. It also has accounting integrations with services such as QuickBooks, Xero, and NetSuite. With money being essential for the working of any business, it’s imperative to keep track of the cash’s inflow and outflow.

What should a small business keep track of when running?

Keep Track of Your Small Business's Invoices and Payments

Every small business needs to manage payments, invoicing, and billing. This is a critical feature that keeps the business alive, but it can be a struggle to keep everything organized.

Additionally, you can connect your bank account with the app and track profits and losses of your business. Bank transactions can be reviewed and added to accounting records. You can use accounting software or spreadsheet software for both personal or business purposes.

How to keep track of business expenses

As with cups of coffee, they seem irrelevant when you look at them separately, but when accumulated they can cause major headaches to the business owners. If you want to make sure that you stay within your budget every month, you should record every purchase. In fact, personal finance gurus often encourage you to write down the amount of cash you spend each month. Since you don’t see the money adding up on a bill, you often don’t realize how much you are spending. Last but not least, tracking your expenses allows you to make better business decisions.

  • Apart from better managing your cash flow, reducing your tax liability, and making sure your business runs smoothly, we’ve listed 6 additional reasons why expense tracking is important.
  • It also leads to accurate bookkeeping, which will allow you to see when you’ll break even , calculate your quick ratio , explore trends in your numbers, and make forecasts.
  • When you connect your bank account to your accounting software, your transactions will import automatically as they happen.
  • You can also deduct an expense depending on the accounting method.
  • Recording every business expense is the best way to track where the money is going.

Conversely, find accounting software that will automatically organize your spendings into categories for better insight into trends over time. Whether you’re buying a cup of coffee on your way to work or ordering a new outfit online, they all add up. Unfortunately, you can’t see how quickly the credit card bill goes up unless you know how to keep track of expenses constantly. Earned time, saved costs, improved productivity, happy employees – achieve it all with a single software. It can help you make sure you have a healthy cash flow because you’ll know exactly how much money you’re spending. This allows you to stay on budget and not make purchases that can hurt your business finances.


Business owners can also export reports digitally , but also analyze their balance sheet, cash flow, profit, or potential losses at the end of each month. In such a way, they can have an insight into How To Efficiently Keep Track Of Business Expenses their equity, assets, liabilities, or remain prepared for unexpected expenses perhaps. Now that you’ve recorded your expenses , it’s a wise thing to analyze and review them on a monthly basis.

  • If you ever get audited, they’ll want to see receipts for each expense you claimed, and it’s easiest for everyone if you have a clean digital record to point to.
  • It’s a user-friendly way to monitor cash flow and create a budget.
  • Try setting aside and scheduling a ‘bookkeeping day’ once a month to stay on top of your transactions.
  • As such, you should be sure to collect and store all of your receipts in case you need to provide proof of expenses on your business taxes.
  • This way you do not have to spend hours doing the mundane data entry, hire an accountant or professional bookkeeper for that matter.
  • Consult a qualified tax advisor if you’re unsure of whether an expense can be deducted from your tax return.

Many small businesses struggle to stay on top of their business expenses. Xero’s online accounting platform provides the foundation on which you can build a complete business solution for tracking expenses. It connects you with your bank, accounting tools, accountant, payment services, and third-party apps, so everything is securely available at any time, on any device. For this reason, it’s best for freelancers and people working solo. It offers basic accounting software features so you can control personal spending.

Keep all paper receipts

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Those that are unable to generate a large profit but have many expenses will struggle to remain in business. Because businesses must strike a delicate balance between expenses and profit, it is important to continually evaluate expenses.

How To Categorize and Track Small Business Expenses

Automated receipt tracking software typically involves capturing receipts into an integrated system using Optical Character Recognition technology. Your business pays taxes on its profits and the tax office knows how much to charge because you report your profits to them at the end of each financial year. But if you miss an expense during the year, your profits end up looking bigger than they really are, and you pay unnecessary taxes. It’s an area of business where you actually get taxed for making mistakes. You might not have a shoebox of receipts, as the cliché goes, but are you organizing your receipts the best way possible? Talus Pay Advantage Our cash discount program passes the cost of acceptance, in most cases 3.99%, back to customers who choose to pay with a credit card.

How To Efficiently Keep Track Of Business Expenses

Even though it offers a lot of mobile features, some users complain that you have to manually sort receipts to match expense reports. Others note that the app freezes sometimes, requiring them to upload receipts again.

Free Clockify Alternatives for Every Type of Business

A sound expense management business would also keep track of this and try to reduce it by seeking alternatives to the ones existing. If you’re ever audited, you may need your receipts as evidence of your business purchases. Storing your receipts will also help you keep track of how much money you’ve spent, making it easier to track expenses throughout the year. Handling business finances is often one of the least favorite parts of running a small business. Sign up today to see how easy business expense tracking and management can be, in under 15 minutes. You very likely already use accounting software such as QuickBooks, Freshbooks, or Xero. Tracking business expenses and controlling company costs can be a long, drawn-out, and unreliable process—but it doesn’t have to be.

If you charge your expenses on credit, there are even more benefits to using a business credit card—like building business credit and earning rewards. Check out our top picks for the best small business credit cards. You may be able to store these files in your expense tracking app, or if you take the Excel route, keep them on your computer and back up your files on a regular basis. Better yet, we’ve compiled a list of the best receipt apps for small businesses. Under the accrual method, you record expenses when you’re billed, in the form of accounts payable, rather than when money actually leaves your wallet or bank account. Keep in mind that you’ll be doing more than just simple expense management if you choose this option. This is full-blown bookkeeping and accounting, and you’ll probably want to consult with an accountant to make sure you’re setting everything up properly.