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How to Track Business Expenses

Many small businesses find it challenging to keep track of their spending. Tracking, documenting, and evaluating costs is an integral part of financial management, and when done correctly, it may drastically improve a company's chances of avoiding financial problems. A firm may plan better, anticipate cash flow slowdowns, and ensure that the most crucial business costs, such as payroll, are always fulfilled by tracking spending.

Business expenses, such as inventory, wages, and rent, are “common and essential” charges required to run your business. Business expenditures, often known as deductions, are the costs of running a business. They are included on the income statement, where they'll be deducted from revenue to determine a company's net profit or loss and taxable income.

Why is it critical to keep track of business expenses?

Financial management determines the financial health of your small business that a CPA or accountant does typically. Tracking your company spending may help you create a budget, take advantage of tax deductions, manage cash flow, plan for rising expenses, look for cost reductions, and compare expenses to rivals. Recording your costs to compare them against your revenue might provide realistic profit margins.

How well you handle spending, bookkeeping, and accounting determines the financial viability of your business. On the other hand, expense tracking is one of the most critical aspects of guaranteeing business continuity and financial health. It helps you keep track of your cash flow and ensure that your figures add up.

Benefits of Tracking Your Business Expenses:

  • It's less difficult to keep track of your finances.

  • You can monitor how much money is going through your business and the spending ratio to saving by tracking costs.

  • It's simpler to keep track of taxes and prepare for tax season.

  • A sound accounting system ensures that the law is following.

  • You are provided with accurate financial statements.

  • It aids in the avoidance of debt and expenditures.

  • You will have an easier time achieving your financial objectives.

  • It is possible to detect fraud in your business.

  • Ways to Tracking Your Business Expenses.

  • Separate your business and personal expenses.

Keeping your company and personal spending separate from the start is one of the most acceptable ways to track your business expenses effectively. There will be no doubt whether an expenditure was made for business or personal purposes in this manner. Make sure you have a business credit card, a business checking account, and a company savings account.

Digitize to make record-keeping more efficient.

Going digital is one of the simplest methods to arrange a stack of critical paperwork. You'll be able to rapidly view all papers and discover the information you need this way.

There are two methods to go about it:

  • Use specialized software to save digital company receipts, including receipt information and crucial documents like invoices, tax records, and other papers.

  • Alternatively, designate a specific area in your digital environment (it might be a flash drive, cloud storage, or a separate folder).

Furthermore, after the requisite three years, you can discard all papers while still having your records and receipts on hand. You never know when you'll need that receipt from a year ago for a client lunch or the invoice for your services.

To keep track of payments, use employee expense cards.

Many companies require employees to buy purchases with their own money and file reimbursement claims. While this may be automated and is occasionally necessary, tracking corporate spending is significantly easier when all purchases are made using centralized, trackable cards.

Employee debit cards are better for organizations than typical corporate cards, since they provide them more control and flexibility in overspending. They also make it possible to track corporate spending more precisely.

Every payment is traced back to the spender, the manager who approved it, and the proper budget. Employee expense cards track costs, so you don't have to.

Finance teams or department managers can set specific limitations on expense cards. You can identify any possible financial concerns in real-time since the cards may be linked to a central platform or application.

Decide whether to use cash or accrual accounting.

Your accounting system should be either cash accounting or accrual accounting. In accrual accounting, costs are recorded at the time of the transaction, implying that a transaction is complete, but the currency is still in route. Expenses are recorded after cash transfer in cash accounting, which means that an item is only recorded once you get paid.

While cash accounting is more straightforward since it just involves the exchange of currency, accrual accounting is more accurate because it includes how much money you owe and how much money others owe you.

Create buying procedures.

It's also critical to have the correct buying practices in place. Each process must be properly thought out, executed, tested, and polished in preparing for automation.

The following are some of the processes that will be beneficial to set up:

  • Basic accounting procedures

  • Accounts receivable and invoicing

  • Tax compliance and reporting

  • Payroll

  • Management of expenditures

When done manually, most of these operations include a lot of detail-oriented or even sophisticated phases. And, to be honest, most employees have no idea where to begin. As a result, having clear expenditure rules, and proper standards in place and making them easy to locate and utilize is critical.

Connect your business accounts to the business expense tracker.

There will be several integration methods for your business accounts, depending on the accounting software you use. Some solutions require the firm downloading credit card and bank statements and manually entering them into the system. Most providers have a connection plug-in that allows you to link your bank accounts to your accounting software digitally. This approach creates an automatic bookkeeping system by importing bank transactions and statements daily.

Other software solutions even allow business owners to handle their banking within the accounting system, eliminating the need to connect to their bank account websites separately. Keep in mind that these tools might help you save time managing your company's finances.


Keeping track of your funds is critical to your business's success. It can be tough and time-consuming to keep track of your business’s spending, but you can streamline the process and create the basis for financial success with the correct tools. With detailed financial books, all business funding, costs, and revenue are kept in one location. In conjunction with a specialized merchant service provider, routine bookkeeping is critical to ensure you have an accurate picture of your company's financial health and prepare you for substantial tax deductions.

PROFIT is the first to blend banking and accounting software into one platform. It offers small businesses free bank accounts with built-in accounting software that automatically does their bookkeeping, saving them time and money. We automatically create and manage your P&L, balance sheet, and cash flow statements. We can help you streamline your accounting process by aligning your financial data with your bank statement and matching transactions for reconciliation. We handle your company's bookkeeping for free.

PROFIT bank can keep your financial statements up to date, collect and match your receipts, and reconcile your transactions, with our free banking and bookkeeping services.

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