The Best Small Business Spreadsheet for Income and Expenses

Running a small business is hard enough without wondering where your money went each month. If you’ve ever opened your bank account and thought, “I know I made money—but where is it?” …you’re not alone.

The truth is, most small business owners aren’t taught how to track income and expenses properly. That’s why I created a simple, plug-and-play spreadsheet to help you take control of your finances—without fancy software, complicated formulas, or accounting jargon.

In this post, I’ll walk you through:

• What should go into your income & expense tracker

• Why spreadsheets are ideal for small businesses

• And how to get started today with a free download you can use immediately.

💸 Why You Need a Small Business Spreadsheet for Income and Expenses

Here’s the thing: not tracking your income and expenses doesn’t mean they don’t exist. It just means they’re in control—not you.

If you’re running your business from your gut, guessing at what’s “left over” at the end of each month, you’re likely:

• Missing out on tax deductions

• Overspending in areas you don’t realize

• Underpaying yourself

• And making decisions without real financial clarity

That’s where a simple spreadsheet becomes your best business partner.

✅ What to Include in Your Income & Expense Spreadsheet

A good small business spreadsheet for income and expenses should help you:

• Track every dollar coming in (sales, services, subscriptions, etc.)

• Categorize all your expenses (software, marketing, contractors, supplies)

• Review your monthly profit (income minus expenses)

• Spot patterns + leaks in your spending

• Prepare for tax season with everything in one place

Here’s what I recommend including:

• Income: Product sales, services, affiliate income

• Fixed Expenses: oftware, subscriptions, rent

• Variable Expenses: Contractors, marketing, supplies

• Owner Pay: How much you’re paying yourself

• Taxes Saved: A percentage you set aside each month

• Monthly Profit: What’s actually left over

Why Spreadsheets Still Work (Especially for Small Businesses)

You don’t need to start with QuickBooks or complicated accounting tools. In fact, many small businesses fail to keep up with software because it’s too much too soon.

Spreadsheets are:

• Free to use in Google Sheets or Excel

• Flexible and easy to customize

• Lightweight—no logins, no syncing

• Perfect for solo founders, service providers, creatives, and early-stage entrepreneurs

A spreadsheet keeps it simple—and simplicity keeps you consistent.

Ready to Get Started?

You can download this spreadsheet here.

Download the Free Profit Blueprint

I created the Profit Blueprint to help you stop winging it and start making decisions with confidence.

When you download it, you’ll get:

• A plug-and-play income & expense spreadsheet

• A visual breakdown of the 4 key areas driving your profit

• Reflection prompts to help you spot money leaks

• Simple instructions to get clarity in under 20 minutes

👉 Download the Free Profit Blueprint

It’s 100% free and easy to start using todayl, even if you’re behind on your bookkeeping.

How to Use It Each Month (In Under 30 Minutes)

1. Open your spreadsheet and update your income for the month

2. Add your expenses, grouped by category

3. Check your monthly profit and note any overspending

4. Set aside your taxes + owner pay

5. Use the insights to adjust your budget, offers, or pricing next month

Want to make it a habit? Set a recurring calendar reminder on the last Friday of the month:
“Money CEO Time – 30 min check-in.”

You’ll be amazed at how much more powerful and in control you feel.

When to Upgrade from a Spreadsheet

A spreadsheet is a powerful starting point—but it does have limits.

It’s time to graduate when:

• You you have multiple cards and transactions each month

• When you want to analyze your numbers

• When you want similicity and structure

When you're ready to grow, I offer a step-by-step course (Money Like a Boss) and 1:1 support for entrepreneurs who want systems that scale.

Don’t Let Your Finances Stay Fuzzy

You don’t need to become an accountant. You just need a system that shows you what’s really going on in your business—so you can lead it powerfully.

Download the Profit Blueprint, plug in your numbers, and feel the fog lift.

👉 Download the Free Profit Blueprint