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how to keep track of business finances

Some of the categories you may find helpful and are commonly used by small businesses include travel expenses, office supplies, daily expenses, or non-business purposes. Additionally, many of the apps will let you scan receipts so you can digitize important documents, store transactions data, monitor statistics, and more. One of the tricks to stay financially healthy is to measure your performance against other businesses.

Accounting software helps automate the process of translating receipts into expense records and keeps expenses organized into categories for tax time. It also allows you to easily see trends in spending and run reports with the data. As you get started in business, a separate business bank account seems like the least of your worries. But freelancers and small businesses may find that the line between their personal expenses and business expenses is pretty blurry. Come tax time, no one wants to be digging for proof of business expenses among grocery and clothing receipts. Consider business expense trackers that are made specifically for your most common type of spending.

Keep Track of Expenses and Profits: A How-To Guide

When you manage your business expenses efficiently, you can identify cost savings, get the correct expense deductions, and boost overall income. As your business grows, it’s important to keep a close eye on how much you’re spending and how it’s affecting your profitability. And with the help of FreshBooks accounting software and business expense tracker app, expense management is a whole lot easier and less time-consuming. For example, if your business has a high volume of small transactions, then you may benefit from an account with no transaction limit. Or, if you tend to transfer funds a lot, look for a business bank account with low (or no) transfer fees.

You can use simple envelopes, have a separate drawer in your cabinet, or use an organizer such as binders, or file folders.

Request Transcripts of Your Tax Returns

The cash coming in is not coming in fast enough for all of the expenses going out. Keeping track of your own business finances is important and something to be particularly mindful of in 2023. With that being said, here are some top tips for tracking business finances in 2023.

A Square survey found that only 63% of small business owners say they opened a business checking account upon launch. However, even if you do start with a personal portion of money, opening a business bank account is the only viable way to grow and manage your professional funds. For all its benefits, cash-basis accounting also has its drawbacks. It doesn’t scale well, which means you’ll encounter complex transactions that won’t fit into your simple system. It also gives you an incomplete picture of what your business spent in a given period. And remember, getting the full picture of your financial health is a big reason you’re tracking expenses in the first place.


It’s too easy to mingle consumer credit with business credit, and when you do, you could be fined or lose your liability protection. Additionally, having a business bank account for business-only obligations will ensure you stay legally compliant, especially if you’re a freelancer or an owner of a small business. With the right tool, keeping track of business expenses will help you organize business finances, easily record income, and monitor cash flow. You’ll make smarter business transactions and ensure business continuity. Tracking business expenses has become easier, with accounting software mobile apps and business expense tracker apps you can integrate with your accounting software. You can scan receipts with your phone camera and even store them in the cloud.

These tricks are evergreen and can be applied to any sort of business. Keeping track of finances is where you need smart work more than hard work. Keeping track of finances can be made a lot easier than it sounds only if done smartly. So, without how to keep track of business finances any further ado, let’s get started by discussing the 5 ways to keep track of finances. Janet Berry-Johnson, CPA, is a freelance writer with over a decade of experience working on both the tax and audit sides of an accounting firm.

Deducting business expenses from your income lowers the amount you owe the IRS. It may even move your business into a more favorable tax bracket (which gives you a whole new—and better—tax rate). is an independent comparison platform and
information service that aims to provide you with information to help you make better decisions. We may receive payment from our affiliates for featured placement of their products or services. We may also receive payment if you click on certain links posted on our site. These are just a few tips for managing your small business finances.

how to keep track of business finances

Make sure that you’re sitting down with the department heads when it comes to budgeting because you don’t want to take away funds that are very much needed. It’s a line of communication that always needs to be constant when it comes to changing or adjusting department budgets. This might change over time, which is why you want to assess department budgets regularly and look at allocating funds from one place to another when it’s needed. If you’ve got staff who are often on the road, servicing clients or transporting goods from one place to another, it’s worth looking at the benefits of using a business gas card. Tracking your spending on a regular basis can give you an accurate picture of where your money is going — and where you’d like it to go instead. He has hired a manager and is in the process of starting his second business.