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Excel & Google Sheets · Excel 2016+ · Google Sheets

Small Business Bookkeeping & Invoice Tracker

Ledgers, invoices with aging, a real profit & loss report, quarterly tax estimate and mileage — one file for the whole business year.

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  • 12 sheets · 12774 formulas
  • Formats: .xlsx (Excel 2016+, Google Sheets) + PDF guide
  • ZIP: 199 KB
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♡ 14-day happiness guarantee

Set it up, use it for at least a week, and if it genuinely isn't right for you, send us a message within 14 days with a screenshot of your setup and we'll refund you in full.

Freelancers and side hustles do not need accounting software; they need one file that answers "how much did I make, what did I spend, who still owes me and how much tax should I set aside". This workbook does exactly that. Log money in on the Income Ledger and money out on the Expense Ledger, add your invoices, and everything else calculates: the Dashboard, a month-by-month profit and loss report, an invoice aging table and a quarterly tax estimate.

Twelve linked sheets and 12,774 formulas: a 1,000-row income ledger with client and category dropdowns and automatic sales tax / VAT, a 1,500-row expense ledger that applies the right deductible percentage per category (meals at 50%, entertainment at 0%, everything else 100%) and lets you override any row, 300 invoices whose paid amount comes straight from the income ledger by invoice number, with Paid / Partial / Overdue / Open status, days overdue and 0–30 / 31–60 / 61–90 / 90+ aging buckets. There is also a 400-row mileage log at your own rate, a 30-client table with billed / paid / outstanding, a 50-item inventory and COGS sheet with low-stock flags, and an annual summary with your top clients and biggest costs.

It ships filled with eight months of a fictional freelance design studio so every chart and report is alive on first open — clear the yellow cells in a couple of minutes and it is yours. Any currency, any fiscal-year start month, your own tax and mileage rates. Classic formulas only (no macros, no XLOOKUP, no add-ins), so it behaves identically in Excel 2016+, Excel 365 and Google Sheets.

What you get

  • 12 linked sheets · 12,774 formulas · no macros, nothing locked
  • Dashboard: revenue, expenses, net profit, margin, outstanding and overdue invoices, tax set-aside, cash collected this month, plus 4 charts
  • Income Ledger (1,000 rows) with client and category dropdowns, taxable Y/N and automatic sales tax / VAT
  • Expense Ledger (1,500 rows) with a deductible % per category that you can override row by row
  • Invoices (300) — due date from your terms, paid pulled from the ledger by invoice number, status, days overdue and aging buckets with a summary block
  • Profit & Loss laid out like a real report: income by category × 12 months, cost of sales, gross and net profit, margins and a YTD column
  • Quarterly tax estimate with revenue, deductible expenses, mileage, estimated tax, set aside to date and what is left (estimate only — not tax advice)
  • Mileage Log (400 trips) at your own rate with round-trip doubling and monthly totals
  • 30 clients with billed / paid / outstanding, 50-item inventory with low-stock flags, annual summary with top clients and biggest costs
  • Any currency · any fiscal year start month · Excel 2016+ and Google Sheets · PDF set-up guide included

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All pages of Small Business Bookkeeping & Invoice Tracker

What's inside

Start HereSetup steps, colour legend, a tour of every sheet and a weekly bookkeeping routine.
SettingsBusiness name, currency, fiscal year start month, tax year, estimated tax rate, sales-tax/VAT rate, 10 income and 30 expense categories with deductible %, payment methods, mileage rate and default invoice terms.
Dashboard8 KPIs, revenue vs expenses by month, profit by month, expenses by category, revenue by client, a month-by-month table, top clients and top costs.
Income Ledger1,000 rows: date, client, description, category, invoice #, amount, taxable Y/N, sales tax, total, payment method.
Expense Ledger1,500 rows: date, vendor, description, category, amount, tax paid, deductible % (auto, overridable), deductible amount, payment method, receipt Y/N.
Invoices300 invoices: issue date, due date from your terms, amount, paid (from the ledger), balance, status, days overdue, aging bucket and an aging summary block.
Profit & LossIncome by category × 12 months, cost of sales, gross profit and margin, operating expenses by category, net profit and margin, YTD column and a reconciliation check.
Quarterly Tax EstimatePer quarter: revenue, deductible expenses, mileage deduction, net, estimated tax, set aside to date, paid and the due date — with a clear "estimate only" note.
Mileage Log400 trips: date, from, to, purpose, distance, round trip, deduction at your rate, and monthly totals.
Clients30 clients: email, phone, payment terms, first and last invoice, total billed, total paid, outstanding and overdue.
Inventory & COGS50 rows: SKU, item, unit cost, quantity on hand, reorder point, stock value and an OK / Low stock / Out of stock flag.
Annual SummaryYear overview: revenue, expenses, profit, margin, best month, sales tax collected, plus your top clients and biggest expense categories ranked automatically.

Questions

Does it work in Google Sheets?

Yes. Upload the .xlsx to Google Drive, open it and choose File → Save as Google Sheets. Every formula uses functions Sheets supports (SUMIFS, COUNTIFS, INDEX/MATCH, LARGE, EOMONTH, TEXT); there are no macros, no XLOOKUP and no dynamic arrays. The included PDF walks you through it.

Is this a substitute for an accountant?

No. It keeps your books tidy and gives you an estimate of what to set aside, but the Quarterly Tax Estimate sheet says plainly that it is an estimate for planning only. Tax rules differ by country, state and business type — check the numbers with a professional before you file.

Can I use it outside the US?

Yes. Set any currency symbol, any fiscal-year start month, your own sales-tax or VAT rate and your own mileage rate on the Settings tab. The expense ledger has a "tax paid" column for reclaimable VAT.

How does the invoice tracker know what has been paid?

When you log a payment in the Income Ledger you type the invoice number. The Invoices sheet adds up every ledger row with that number, so balance, status, days overdue and the aging bucket update by themselves. Partial payments work — the invoice shows as Partial until the balance reaches zero.

What about deductible percentages?

Each expense category on Settings has a deductible % — meals default to 50%, client entertainment to 0% and everything else to 100%. The ledger looks it up automatically, and you can type a different % on any single row when a purchase is part personal, part business.

How many rows does it hold?

1,000 income rows, 1,500 expenses, 300 invoices, 400 mileage trips, 30 clients and 50 inventory items — comfortably a full year for most freelancers. Email us if you need a bigger version; it is free.

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Personal-use license for one household. No resale or redistribution. Delivered as a ZIP download immediately after payment. No physical item will be shipped.