Free Expense Tracker Template for Google Sheets
Download our free template — or let ExpenseBot fill it automatically from your Gmail receipts. Categories, mileage log, monthly summaries, and a dashboard included.
Template: No signup needed · ExpenseBot: 60-day free trial, no credit card
What the Template Looks Like
Pre-filled with example entries so you can see the format immediately
| Date | Vendor | Category | Payment | Amount | Notes |
|---|---|---|---|---|---|
| Jan 15, 2025 | Staples | Office Supplies | Visa ****4521 | $47.99 | Printer paper & ink |
| Jan 14, 2025 | Uber | Transportation | Visa ****4521 | $23.45 | Client meeting downtown |
| Jan 12, 2025 | Delta Airlines | Travel | Amex ****8901 | $387.00 | Chicago conference |
| Jan 10, 2025 | Adobe Creative Cloud | Software/SaaS | Visa ****4521 | $54.99 | Monthly subscription |
| Jan 8, 2025 | Whole Foods | Meals & Entertainment | Debit | $34.50 | Lunch w/ client |
What's in the Free Template
A genuinely useful expense tracker — not a throwaway freebie
Expense Log
Date, vendor, amount, category, payment method, notes, and a receipt link column for manual Google Drive links. Category dropdowns pre-built.
Monthly Summary
Auto-calculated monthly totals by category. See exactly where your money goes each month without building formulas from scratch.
Tax Deduction Categories
Pre-built categories matching common tax deductions: Office Supplies, Travel, Meals, Software, Professional Services, Vehicle, and more.
Mileage Log
Separate tab for business mileage. Date, destination, purpose, distance, and automatic rate calculation using current IRS/CRA standard mileage rates.
Dashboard with Charts
Visual breakdown of spending by category with pie and bar charts. See your top expense categories at a glance without pivot tables.
Settings Tab
Configure tax year, mileage rate, home currency, and custom categories. Change settings once and formulas update everywhere.
Template vs. ExpenseBot — Why Automate?
The template is great for getting started. ExpenseBot is what you upgrade to when you're tired of manual entry.
At 50 receipts/month × 2 min each = 100 minutes saved monthly. That's 1.5+ hours for $10.
Want it Filled Automatically?
ExpenseBot scans your Gmail, snaps receipt photos, and fills your Google Sheets expense tracker automatically. Zero typing.
How to Use This Template
A step-by-step guide to making an expense tracker in Google Sheets
Download the Template
Click "Download Free Template" above — Google Sheets opens and makes a copy in YOUR Drive. No signup, no email, no credit card.
Start Entering Expenses
Add each receipt to the main Expense Log tab: date, vendor, amount, category, payment method, and notes.
Or connect ExpenseBot to pull expenses from Gmail automatically — no typing needed.
Categorize Each Expense
Use the dropdown to assign a category. Tax deduction categories are pre-built: Office Supplies, Travel, Meals, Software, Vehicle, and more.
ExpenseBot auto-categorizes every expense using AI-powered GL coding.
Check Your Monthly Summary
Switch to the Monthly Summary tab to see totals by category. Track spending trends month over month.
Log Business Mileage
Use the Mileage Log tab to record trips: date, destination, purpose, and distance. Rate calculation is automatic.
ExpenseBot calculates distances via Google Maps and imports trips from Google Calendar.
Export for Tax Time
At tax time, filter by deduction category and export to CSV or share with your accountant.
ExpenseBot generates a complete year-end tax report with receipt images, totals by category, and accounting software export.
Who Is This Template For?
Freelancers
Track deductible expenses for Schedule C or T2125. Keep receipts organized for tax season.
See ExpenseBot for freelancers →Small Business Owners
Separate business from personal spending. Track expenses by category and payment method.
Automate with ExpenseBot →Accountants
Share with clients who need a simple starting point. When they outgrow it, upgrade them to ExpenseBot (free for accountants).
ExpenseBot for accountants (free forever) →Google Sheets Users
If you already live in Google Sheets, this template fits your workflow. No new app to learn.
Frequently Asked Questions
Is the template really free?
Yes, 100% free forever. Click "Download Free Template" to make a copy in your Google Drive. No signup, no email, no credit card required. Use it as long as you want.
Can I customize the template?
Absolutely. It's a regular Google Sheet — add columns, change categories, modify formulas, add your own charts. It's designed as a starting point you can build on.
Does it work on mobile?
Yes. Open it in the Google Sheets app on iOS or Android. Enter expenses on the go from your phone or tablet.
What if I want automatic receipt scanning?
Try ExpenseBot free for 60 days. It scans your Gmail receipts automatically, extracts vendor, amount, date, and tax, and fills your Google Sheets expense tracker with zero manual typing.
Can my accountant use this?
Yes — just share the Google Sheet with them directly. Or upgrade to ExpenseBot for built-in accountant access with one-click export to QuickBooks, Xero, Sage 50, and more.
How do I make an expense tracker in Google Sheets?
The easiest way is to download this free template — it already includes expense log columns, category dropdowns, a monthly summary tab, mileage log, and a dashboard with charts. Just make a copy and start entering expenses. For automatic tracking, try ExpenseBot.
Ready to Stop Entering Expenses Manually?
Start with the free template. Upgrade to ExpenseBot when you want AI to do the typing. Either way, your data stays in Google Sheets in YOUR Drive.
Try ExpenseBot free for 60 days — no credit card required.
Love it? Use code SAVE50 for 50% off your first year!
✓ Template: No signup needed · ✓ ExpenseBot: 60-day free trial
✓ Data in YOUR Google Drive · ✓ Cancel anytime