Business Expense Tracker
Add your business expenses by category and frequency. See monthly and annual totals, a visual breakdown by category, and export everything as CSV for your accountant or tax software. For guidance on what qualifies, see the IRS deductible business expenses page.
Frequently Asked Questions
What business expenses can I deduct as a freelancer?+
Common deductible expenses include: software subscriptions, office supplies, marketing costs, professional development, health insurance premiums (if self-employed), home office expenses (percentage of rent/mortgage, utilities), vehicle expenses for business use, professional services (accounting, legal), equipment depreciation, and business meals (50% deductible in most cases). Keep receipts for everything.
How should I organize business expenses?+
Group expenses by category (software, marketing, travel, etc.) and track the amount, frequency, and date. Review monthly to catch unused subscriptions and spending trends. This tracker exports to CSV — import into your accounting software or spreadsheet for tax preparation.
What is the difference between fixed and variable expenses?+
Fixed expenses stay the same regardless of business activity — rent, subscriptions, insurance. Variable expenses change with business volume — materials, subcontractor costs, transaction fees. Knowing the split helps you calculate your break-even point and understand how much revenue you need to cover your baseline costs.
How do I track expenses for tax purposes?+
Record every business expense with: date, amount, category, vendor, and business purpose. Keep digital copies of receipts (photo or scan). Review monthly and reconcile with bank statements. At tax time, your categorized expenses map directly to Schedule C line items (for US sole proprietors). This tool exports CSV files that your accountant or tax software can import.
What expenses do freelancers typically underestimate?+
The most commonly underestimated expenses are: self-employment tax (15.3% in the US), health insurance, retirement contributions, professional liability insurance, non-billable time (admin, marketing, invoicing — effectively an expense against your hourly rate), and technology costs (hardware replacement, software updates). Most freelancers underestimate total expenses by 30–50%.
How often should I review my business expenses?+
Monthly at minimum. Weekly is better for active businesses. The goal is to catch unused subscriptions, identify spending trends, and ensure you're not overspending in any category. A monthly review typically takes 15–30 minutes and can save hundreds per year in wasted spending.
Know exactly what's coming in — not just what's going out.
Tracking expenses is half the equation. Track every invoice, chase overdue payments, and see your real cash flow picture.
- ✓Track every invoice from sent to paid
- ✓See total outstanding AR vs. expenses
- ✓Chase overdue invoices before they become bad debt
Also useful: Freelance rate calculator · Profit margin calculator · Cash flow calculator · Invoice tracker spreadsheet