How To Keep Track Of Small Business Expenses In Excel

Have you ever wondered how to account for your small business expenses in excel? If yes, you come to the right place.

Posted by By Shoaib Ahmed on 2021-10-11

Some people feel that Excel is a complex application that may intimidate or overwhelm them. These fears are unfounded, though! There's a lot an Excel user can do with it and apply it to a variety of different types of projects and fields.

Excel is primarily used as a program for calculating quantitative data, but not all users know how versatile this program actually is, and we have shown you how bad excel can be if not used properly. Small businesses can use Excel to track their inventory levels from month to year because the product has been improved over the years to include functionality for inventory management. And how this is done is exactly what we’re going to show you in this article today.

How To Use Excel To Manage Accounts

Cash-Based Accounting

One of the main types of accounting, cash-basis accounting records revenue when you receive payment in cash for goods or services, although it is possible to record income at the time it is earned using accrual basis accounting. Expenses are recorded when the payment is made in cash regardless of when the expense was incurred.

If you're using cash basis accounting (most small businesses do), open up a new sheet in Excel and enter the date, detail, and transaction number. Add column headers for the following: income, expense, account balance.

Accrual Accounting

Something accumulated or accrued is the total amount of something that is collected during a period of time. It could be collected in non-cash items such as accounts receivable, accounts payable and inventory. To accountants, accrued means counting up these types of financial totals when calculating the value of an entity or when reporting its results.

To achieve Accrual based accounting in Excel, you’ll need to do a bit of work.

To set up your chart of accounts, you'll first need to assign different accounts to each category. For example, asset accounts usually contain cash, accounts receivable, inventory, fixed assets or similar accounts.

Accounts receivable are payments owed to you for the purchases made using credit. You can also have individual liability types which may include things like wages payable or any other type of entry that's required.

A typical small company would have an account book with an Accounts Payable column where they record any debts that are due to them. Liability accounts are the types of accounts small businesses have because they are usually run on a day to day basis.

One example would be an account payable which is money you owe to certain vendors or individuals that might have given you credit for an amount. You can decide to list them by account type or even number each one in order to make things clearer and easier to understand for yourself later down the road as well as any other people taking over your business after you leave it be.

Create your chart of accounts structure by filling in each corresponding field in each worksheet. Number every column from 1-60 to make it easier to understand how the chart of accounts is set up.

In a new spreadsheet, create an account labelled Cash. Next, make a column for debits and one for credits. Every time you post something to your journal entry register, the corresponding side of the transaction should be posted in your journal entry register.

You might need to reference the chart you made of account types to help you discern when to debit or credit an account based on how it should be treated in your overall accounting system.

When using the double-entry accounting method, you must make sure you are transferring value from one account to another in order to ensure the integrity of your records. This way, when you make one entry, there needs to be another corresponding entry in a different account in order to maintain balance and accuracy.

Equity-Based Calculations

Profit can be earned through sales of goods and services or by investing earned capital. Business owners, or stockholders, who reinvest their capital in the company are referred to as having equity in the business. Company earnings are recorded in the financial statements as retained earnings, which are typically found on either the balance sheet or the statement of stockholders' equity.

Closing Thoughts

We hope you enjoyed this article about how to keep track of small business expenses in excel. For any business owner, it is important to keep track of your expenses. Using excel allows you to keep track of your expenses in an organized way, and gives you the ability to create charts and graphs to help you better understand your business.

It is important to remember that even small expenses add up over time, so be sure to keep track of them all! To learn more about how to keep track of small business expenses in excel, please contact us anytime at Fieldproxy. Thank you for reading, we are always excited when one of our posts is able to provide useful information on a topic like this!

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