Write down the money that comes in and goes out, and see where it went. This free tool adds up each month's income and expenses, groups them by category and shows the profit or loss. It is simple bookkeeping for a shop, a side business or a freelancer: no bank connection, no account and nothing to install.
How to track income and expenses
- Enter a name for the records, the business and the currency.
- Choose Add income or Add expense for each payment, then enter the date it was paid, what it was for, a category and the amount.
- Use the same category name each time, such as Rent or Stock. The category field suggests the names you have already used.
- Check the totals by month and by category in the preview, and read any notes in the entry check.
- Print the summary, download a CSV or text copy, or save the file to add next month's entries.
Enter every amount as a positive number; the type says whether money came in or went out. Entries can be typed in any order, and the preview lists them by date.
Worked example
The fictional sample covers a small coffee and pantry shop from September 1 to October 15, 2026:
Income totals $11,076.25 and expenses $6,237.15, so the profit for the period is $11,076.25 − $6,237.15 = $4,839.10. Rent of $2,400.00 is 38.5% of expenses, wages are 33.7% and stock is 23.3%. October has only half a month of entries, so compare it with September once the month is complete.
Choose business expense categories
A handful of categories is easier to keep consistent than a long list. A small business expense tracker often starts with stock, rent, wages, utilities, marketing, equipment, fees and subscriptions, insurance and travel, plus one for anything else. Income might be split into sales, services and other income. Pick names that match how you or your accountant will read the totals, and rename a category in every entry if you change it, since the totals group entries by name.
Keep records you can rely on
To track business expenses well, keep the receipt or invoice behind each entry and write a description that leads back to it, such as the supplier and invoice number. The IRS lists the records a business should keep and explains how long to keep them. In the UK, GOV.UK covers business records if you're self-employed.
This tool counts money on the date it moves. An invoice you have sent is not income here until the customer pays it, so record the payment then. The invoice generator keeps track of what customers still owe.
Keep business and personal money apart. A loan, money the owner puts in and transfers between your own accounts are usually not income, and money you take out for yourself is usually not a business expense. The entry check flags common wording for these, quoting the phrase it found, and never blocks printing.
Decide whether amounts include sales tax, VAT or GST, and enter them the same way every time. Tax rules, what counts as a deductible expense and how long to keep records depend on where you are. This tracker adds up what you type; it is not tax or legal advice.
Print, save or export
Print the preview for a summary with every entry, or choose Save as PDF in the print dialog. The text download holds the same totals and every entry. The CSV file lists one row per entry with separate income and expense columns and a total row, so it opens as an income and expense spreadsheet you can sort, filter or share with your accountant.
Save the draft file to keep working on the same records. Open it on this page next month and add the new entries, or start a blank set that keeps the business name and currency. Use it as an income tracker alongside the cash reconciliation tool for daily till counts and the break-even calculator to see the sales you need to cover your costs.
Frequently asked questions
Can I use the income and expense tracker without an account?
Yes. It opens with an editable sample and works without a login or email address. Nothing you type is uploaded.
Does it connect to my bank?
No. You type each entry yourself. It does not import bank statements, read receipts, move money or file a tax return.
Is this a profit and loss statement?
It shows income, expenses and the difference for the entries you typed, which is the core of a basic profit and loss. A statement for a lender or a tax return may need adjustments, such as unpaid invoices, bills you owe and equipment costs spread over several years, that your accountant can advise on.
Can I keep a whole year of records?
One file holds up to 300 entries. Save the file and open it here to add more. The draft stays only in this browser tab: it survives a refresh, and closing the tab clears it. Start a new file for each year or quarter if you have more entries than that.