Small Business Bookkeeping Spreadsheet | Expense Tracker, Tax Planner (Google Sheets, Excel)

Frequently Asked Questions

Q: Will this work if I've never done bookkeeping before?
A: Yes. The whole system is built around one simple habit: log each transaction once on the Transactions tab, and everything else — your Profit & Loss, your Dashboard, your quarterly tax set-aside — updates itself. Cream cells are the only ones you ever type in; grey cells calculate on their own. A full Instructions PDF and a Start Here tab with a weekly/monthly/quarterly routine walk you through it.

Q: What if I run out of rows, or accidentally type over a formula?
A: You won't run out — the Transactions tab ships with 3,000 pre-built rows (1,000 on the Mileage Log), and you can copy a row down for more any time. And if a formula ever gets typed over by mistake, that cell turns red immediately so you spot it right away, and the Health Check tab flags it by name so nothing stays broken without you knowing.

Q: Is the file already filled with someone else's demo numbers I have to delete first?
A: No. Your copy ships completely blank — no sample transactions, no placeholder client names, nothing to hunt down and erase. Every formula and dropdown is pre-built, so you start entering your own real numbers on day one.

Q: Does this actually handle mileage, 1099 contractors, and quarterly taxes — not just income and expenses?
A: Yes. It's built around what an accountant actually needs at tax time: a mileage log that looks up the correct IRS rate by trip date (including 2026's mid-year rate change), a contractor tracker that flags who's likely to need a 1099-NEC, and a Tax Center with a quarterly estimated-tax planner and a printable Schedule C-style year-end summary — plus sales tax/VAT tracking if you collect it.

Q: Do I need Google Sheets* or Excel*?
A: Either works — your purchase includes both. Click the included link to make your own copy in Google Sheets* (free with any Google* account), or open the separate .xlsx file in Excel* 2019 or newer on Mac* or Windows*.

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Stop guessing where your money went — and walk into tax season with your books already done.

The Small Business Bookkeeping & Expense Tracker is a 14-tab spreadsheet system built for freelancers, contractors, and small business owners who want QuickBooks-level organization without the monthly subscription. Log transactions as they happen and watch your profit, your tax set-aside, and your quarterly filings stay current automatically.

What's inside:
• Start Here — 5-step quick start, color legend, and a weekly/monthly/quarterly/year-end routine checklist
• Settings — business name, report year, currency, accounts, income & expense categories pre-mapped to Schedule C, sales channels, and the IRS mileage rate table (2026's dual rate pre-filled)
• Transactions — one running ledger for every dollar in and out, 3,000 rows, with dropdowns for category, account, and payment method
• Mileage Log — date, trip, and purpose, with the correct IRS rate looked up automatically by date
• Invoices + Invoice Maker — an aging tracker (0-30/31-60/61-90/90+ days overdue) plus a fillable, printable invoice template
• Bills & Subscriptions — every recurring cost with due dates and an auto-pay flag
• Reconcile — match your books to your bank statement every month, account by account
• Profit & Loss — 12 months plus a year total, budget vs. actual, by category
• Tax Center — quarterly estimated-tax planner, sales tax/VAT summary, and a printable Schedule C-style year-end summary
• Contractors (1099) — tracks total paid per contractor and flags who's likely to need a 1099-NEC
• Dashboard — KPI cards and charts for revenue, expenses, net profit, margin, and top spending categories
• Year-over-Year — a 5-year summary so the same file keeps working every year, just change the report year
• Health Check — catches missing categories, duplicate entries, and overwritten formulas before they become a problem
• Instructions — a full plain-English guide, included as its own PDF

Why people love it:
• Ships completely blank — no demo data to delete, start logging your first real transaction
• Color-coded so you never lose a formula: cream = type here, grey = automatic, red = warning
• Nothing is locked — full control, with built-in protection from accidental overwrites
• No subscriptions, no macros, no add-ons — pay once, reuse it every year
• Works for sole proprietors, freelancers, and single-member LLCs alike

Instant download includes:
1. Google Sheets* delivery PDF with a one-click "make a copy" link
2. Excel* version (.xlsx) — Excel 2019+ on Mac* or Windows*
3. Full Instructions PDF (setup, safe resizing, formula protection, FAQ)

Questions before or after buying? Message us any time — we're ProFormaGrid and we're happy to help. More business and bookkeeping templates at proformagrid.com.

*Google, Google Sheets, Google Drive and Gmail are trademarks of Google LLC. Microsoft, Microsoft 365 and Excel are trademarks of Microsoft Corporation. Mac and iPhone are trademarks of Apple Inc. ProFormaGrid is not affiliated with, endorsed by, or sponsored by any of these companies. This template is for general organizational purposes and is not tax, legal, or accounting advice — consult a licensed professional for guidance specific to your situation.