Expenses spreadsheet for small businesses in the UK [Free download]

Why track expenses?

Running a business comes with plenty of responsibilities. Tracking your finances shouldn't be one of the hard parts. Make life easier with our ready-to-use template, which is spot on for simple record-keeping.

As your company grows or operations become more complex, you might want to invest in a bookkeeping tool or platform, but even a simple expense tracker template can help you to:

Stay organised year-round
Prepare for tax time, statutory accounts, or self-assessment
Manage your cash flow more effectively
Identify business costs you can reduce

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No sign-up. No strings. Just a flexible tool to help you manage your business finances better.

Stay ahead of your annual accounts and self-assessment with simple prep

Whether you're filing a self-assessment at the beginning of the year as a sole trader or preparing annual accounts for HMRC within nine months of your company's year-end, having a clear overview of your income and expenses will save you time, stress, and potentially money.

Also read: What expenses can I claim as self-employed?

Start simple. Grow smart.

Our expenses spreadsheet is designed to give you just the right level of control, without the complexity.

It’s ideal for:

Sole traders and freelancers juggling multiple income streams and managing everything from project expenses to subscriptions.
Owners of micro and small companies who need a straightforward, reliable way to track spending and revenue.
Anyone who prefers a simple, flexible tool they can customise, tweak, or print out as needed.

We’ve made it easy for you to use the template wherever and however you like:

Excel is for those who like working offline or with familiar desktop tools.
Google Sheets is perfect for teams who need to collaborate or update on the go.
Printable PDF is ideal if you prefer keeping paper records or want something quick to scribble on during the week.

Whichever version you choose, the layout is clean, the categories are pre-built, and it’s ready to go.

What’s in the template?

This expense tracker template helps you record all the revenue from services and goods coming in and the expenses going out of your business.

You can:

Add revenue and expenses by date
Pick categories and write descriptions
Automatically calculate running balances
Copy the sheet for each month or use it year-round

How to use the expense report template

Getting started is easy. The Excel and Google Sheets versions include example entries to show how it works.

Always remember to keep digital or physical receipts for every business purchase. This will make it easier to justify claims and reduce your taxable income.

Are you claiming business mileage on your tax return?

Driving for business can be a significant expense for sole traders, freelancers, and small companies, but it doesn’t have to be. You can often deduct your business mileage when filing your taxes, reducing your overall tax bill.

You can include mileage in your self-assessment tax return if you're self-employed. If you run a limited company, mileage can be claimed as a business expense. Either way, if you drive for business, whether in your private car or a company vehicle, you may be eligible to have some of those costs covered.

Just make sure you only claim for the trips for business purposes, not your usual commute or personal errands.

And remember, keeping a reliable log of your business driving is essential for staying compliant with HMRC rules.

Make your other admin tasks easier, too

Running a business takes time and energy. But the admin doesn’t have to eat up your day. There are tools to help you streamline your records and make tax season less stressful.

If you drive for business, you can use Driversnote mileage tracker app to keep accurate log books automatically. We’ve made it easy to follow the HMRC requirements, and you can customise your reports accordingly.

Also read: Mileage allowance for the self-employed.