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Writer's pictureDiane Serra Huelma

How to Keep Track of Your Business Expenses



Managing business expenses is a critical task for small business owners, e-commerce entrepreneurs, and professionals across various industries. Proper expense tracking not only ensures smooth cash flow but also helps in preparing accurate tax returns, managing overhead costs, and making strategic business decisions. Here, we'll explore some practical ways to track expenses effectively, whether you're just starting or looking to streamline your existing methods. Let's start!


#1 Open a Dedicated Business Bank Account

Opening a separate business bank account is the first step in keeping personal and business expenses apart. Having a dedicated account lets you track your transactions accurately, simplifying financial reporting, expense categorization, and tax preparation. Most banks offer business-specific accounts that come with benefits like low fees on credit card transactions and easy access to business loans.


#2 Choose the Right Accounting Software

Accounting software is invaluable for business expense tracking. Options like QuickBooks, Xero, and FreshBooks can automate much of the data entry, track receipts, and categorize expenses. These tools also generate financial statements like balance sheets and income statements, which help you understand your financial position in real-time. Most software allows you to set up features like expense alerts, which can notify you of upcoming bills or budget limits.


#3 Keep Receipts Organized

Maintaining receipts is essential for tracking business expenses, especially for tax deductions. Utilize both physical and digital systems to organize them:


  • Physical Filing: Create a filing system by month or category (e.g., utilities, supplies, or travel expenses).

  • Digital Solutions: Use apps like Expensify or Shoeboxed to scan and store digital copies. Most accounting software also allows you to upload receipts directly, streamlining the process of record-keeping and matching them to transactions.


#4 Record Expenses in Real-Time

Delaying the recording of business expenses can lead to inaccuracies and missed deductions. Make it a habit to enter expenses immediately or schedule weekly sessions for data entry. Many business owners find that a monthly review, which is part of regular bookkeeping services, helps reconcile accounts and review expenditures.


#5 Categorize Your Expenses

Proper categorization of expenses ensures you have clear insights into where your money is going. Some standard categories include:


  • Utilities

  • Office Supplies

  • Travel and Meals

  • Marketing and Advertising

  • Payroll Liabilities

  • Professional Fees (such as accounting and bookkeeping services)


Categorizing expenses can help with accurate tax filings, especially when certain categories are tax-deductible. It’s best to work with a certified bookkeeper to ensure expenses are properly categorized based on current tax laws.


#6 Set a Budget and Monitor Spending

Setting a budget is key to managing overhead costs and ensuring your business remains financially healthy. Once you establish a budget, track your expenses against it regularly to ensure you stay on track. This is particularly important for industries with fluctuating expenses, such as construction and e-commerce, where you may need to account for material costs or marketing expenses during peak seasons.


#7 Use a POS System for Accurate Tracking

Implementing a POS (Point-of-Sale) system for retail and restaurant businesses can streamline expense tracking. These systems automatically log sales and inventory costs, reducing manual entry errors. POS systems also provide detailed reports on inventory levels, sales trends, and even employee performance, which are all useful for expense management.


#8 Review Financial Statements Regularly

Regularly reviewing financial statements, such as balance sheets and income statements, gives you an overview of your business’s financial health. Analyzing these statements monthly helps you track expenses and identify trends. This practice is especially useful for medium-sized businesses and industries with complex financial operations, such as construction companies or law firms.


#9 Track Inventory and Cost of Goods Sold (COGS)

If your business involves selling products, tracking inventory and the cost of goods sold (COGS) is essential for accurate expense management. Many accounting software packages include inventory management features, helping you to track stock levels, costs, and sales in real-time. Maintaining accurate records of these expenses can help with pricing strategies and cost-cutting initiatives.


#10 Hire a Professional Bookkeeper

For growing businesses, managing expenses can become time-consuming and complex. Hiring a bookkeeper or using outsourced bookkeeping services ensures that all financial data is managed accurately and efficiently. A professional bookkeeper can handle daily expense tracking, categorize expenses, reconcile accounts, and prepare for tax season, allowing you to focus on growing your business.


#11 Leverage Cloud-Based Tools for Remote Access

Cloud-based accounting solutions offer the advantage of accessing your financial data from anywhere. This is especially useful for businesses with remote teams or those requiring virtual bookkeeping services. Cloud solutions also facilitate collaboration with other financial professionals, such as tax accountants, who can view and manage your data without needing to be onsite.


Wrapping Up,

Tracking business expenses is vital for maintaining a healthy cash flow, preparing for tax filings, and making informed financial decisions. Whether you’re a small business owner, an e-commerce entrepreneur, or part of a construction company, having a solid system in place for tracking expenses is essential. Start with a dedicated business account, invest in reliable accounting software, and consider professional bookkeeping services to ensure that your finances are in order. These strategies will enable you to manage your expenses efficiently and focus on growing your business.



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