A simple accounting spreadsheet for Microsoft Excel

Wage dislikes spreadsheets

Wage dislikes spreadsheets by Dyanna Hyde, on Flickr

Click here to download the spreadsheet

Click here for YouTube video explaining how to use the spreadsheet.

Check out my new e-course, Accounting for Startup Businesses for 50% Off. Learn to do accounting using open-source software.

I designed the spreadsheet for a simple business that does 355 transactions a year or less. If you do more transactions, it shouldn’t be difficult to expand it. However, try using a more powerful tool, such as GnuCash, or one of the commercial accounting software packages.

Expense categories mirror those on Form 1040 Schedule C.

You’ll find instructions under the “Help” tab. Also, please keep your data secure.

Good luck!

Also check out my Simple Accounting Spreadsheet in Google Drive

June 2, 2013: Made minor revisions to the spreadsheet. Added YouTube video.

May 5, 2015: Made minor revision to spreadsheet, eliminating a bug that may cause an oops.

May 6, 2015: Made additional revisions to the spreadsheet, eliminating more “oops”-related bugs.

216 thoughts on “A simple accounting spreadsheet for Microsoft Excel

  1. Nice sheet Mark – might be useful for my wifes card making business… small orders, probably 200 or so a year if that. Thanks for the share

  2. Thank you for the download, It is very good given the limitations of Google Docs. Much better I think to design accounting spreadsheets in Excel where there is considerably more functionality. By using the ‘Cloud’ to share and work on your file Excel is in my mind a ‘neater’ solution.

  3. Thanks for putting this up for download. I’m using it to for my small business after having used Quickbooks for years, and not needing that much hassle.

  4. hello Sir,
    i would like to know how to prepare the speadsheet for a small business unit, How to entere the debit and credit in daytoday entry?
    Please let me know.

    • For a very small business, this spreadsheet doesn’t require knowledge of debits and credits. Here is a YouTube video explaining how to use the Google Docs version of the spreadsheet. (I guess it’s time to get around to preparing a similar video for the Excel version.)

      If you have more than 100 transactions a year, you should upgrade to more standard accounting software, such as the freeware gnucash.

      • Thanks
        I see it will do more than 100 as there are many expenses. but it has a notice that some entries or pages are locked? can I unlock them?
        my web not launched yet.

  5. This is a very dumb question. I love the simplicity of this little gem, but are “Sales,” “Other Income,” and “Interest” the only debit columns? Why aren’t they together? Told you it was a dumb question. Thanks!!!

    • Hi Doc Watson,

      Most small business’ primary concern is reporting income and expenses for taxes. Therefore, I designed the spreadsheet to collect the information that you need to prepare an IRS Schedule C. This is why there are separate columns for Sales and Other Income.


  6. Also, I forgot to ask how can I insert another column for income? I have three sources (and still go from week to week–grin). I also see now that “Interest” are not income categories. Thanks.

  7. I have been running my business for the last year and am new to running a business and accounting. We have done ok so far and were able to get everything together for last year, but I have been struggling to keep my accounting up to date and ready for taxes for 2013. I have learned the basics of accounting and this spreadsheet was fantastic. We are a C-store so have a LOT of transactions. Would there be a way to use this sheet for each month and then combine them for a yearly report?

    • Yes, it should be easy to do this. In short, you would duplicate the first page 11 times. Then you would create a “summary page” to add together the twelve months. However, if you have this many transactions, you should probably use a real accounting program. GnuCash might be suitable, but you might need to pay for a commercial package.

  8. I forgot to say thanks for this spreadsheet, because I have let my accounting go because I was so intimidated and could not find something that made it easy and clear on how to enter everything. Your spreadsheet did that for me and I have a huge jump on my paperwork. My other question would be, if I have entered all my expenses and sales into the accountinator excel sheet can I import it into GnuCash?

    • I believe there is a way to import the data, but it is not user-friendly. It might be easier to hand-submit the data. That’s why I think you should start off with GnuCash or a commercial package.

  9. Very nice post. I just stumbled upon your blog and wished to say that I have really loved surfing around your weblog posts.

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  10. Hi

    On the spread sheet its saying all my figure are correct but in column a2 I`m still getting oops I have changed a few names on the headers but thats all can you help


  11. Thank you so much for your video and free excel spreadsheet!

    I’m curious about a little accounting practice regarding “Cost of Goods Sold”

    I’m a painter, and I paint on wood. Obviously the paint and wood I purchase are my “supplies” but since I’m essentially selling painted wood, would the expense for supplies fall under “Supplies” or “Cost of Goods Sold.”

    I’m probably over thinking it…

  12. Hello There. I found your blog using msn. This is a really well written article.
    I will be sure to bookmark it and come back to read more of your useful information.
    Thanks for the post. I will definitely comeback.

  13. Hi I am a therapist who runs a small business in the UK and have had someone doing my books but unfortunately that has come to an end as she is too busy! I found your simple bookkeeping spread sheet when I was Goggling and feel this is just the job, so thank you.
    Because I don’t really have sales of goods I think I can change that to “Therapies” that would be ok would it? Also some of the other columns are not relevant but I take it I can delete or change them? And one last thing is (sorry to be a pain) the columns to the right are partly hidden and I can seem to move them into view?
    Thank you in advance for your help

  14. I have start up costs Purchase price, legal fees, travel costs and personal cask to start. where do I enter these (opening cash or? and how do I pay back the personal money used to buy and start this business.

  15. Greetings! I know this is kinda off topic however , I’d figured I’d ask.

    Would you be interested in trading links or maybe guest authoring a blog post or vice-versa?
    My site discusses a lot of the same topics as yours and I feel we could greatly
    benefit from each other. If you are interested feel free to
    shoot me an email. I look forward to hearing from you! Excellent blog by the way!

  16. Hi Mark,

    I am Jacky Lee, an Accountant. Recently I have developed an Excel Based General Ledger Accounting Application. You may find it valuable in turns of Academic Purposes as well as Small Business. Here it is… http://www.iNbOOK.iCPA.hk

    Any comments is welcome.


      • Hi Mark, thank you for sharing. This is very useful. However I have a quick question. How can I difference Sales from “Cash” and “Credit Card”. I intend to use it in a restaurant accounting where it is very simple with few entire:
        1) Income in “Cash” and “Credit Card”
        2) Expenses
        3) Petty Cash

        Appreciate your comment. Thank you very much

  17. Even i also did lot of business excel spreadsheets so you can get back me for my email id so that i can share my excel sheets then you come t know how was my sheets k,

  18. Mr. Holtzman; Thank you very much for sharing your spread sheet. I would like to add two columns for income from two other sources and a column for North Carolina sales tax that I have to report on my sales. How do I add those?

    Additional columns needed:
    Soap Sales
    eBay Sales
    North Carolina Sales tax

  19. if some one want even more simple and flexible spread sheet for maintaining complete books of accounts. You can contact me 🙂

    My solution can give you reports up to profit and loss accounts and balance sheet along with individual ledgers.

  20. Hi, you may have a separate Help address, but I’ve not founded it.

    Quick question: Is it possible to do a SORT by date without messing up the formulas?

    I’ve used QuickBooks for years and got tired of its complexity. Plus, when I upgraded my MAC OS, I had not been warned – or didn’t see the warning – and lost the use of QuickBooks plus a lot of other expensive ADOBE programs.

    Thanks much,

    Robert Chandler
    Beverly Hills, CA

  21. Hi, I’m a longtime EXCEL user and perhaps should know this, but

    Is it possible to do a date SORT without losing the Accountinator formulas?

    Right now I’m doing all my entries on a SAVED AS version of your program, which I’ll sort and paste in later.

    But, if there’s a smarter way to do this, would appreciate being told how.


    Robert Chandler

  22. Hi Mark! This is great.

    How would I use the Cost of Goods sold expense category? Let’s say I spend $100 to create some t-shirts to sale and sell them for $300. How does that work in your spreadsheet?

    Thanks So much!

  23. Thank you so much for this tool. I am a self-employed trucker who owns a truck and leases it to a motor carrier. I hope to use this download and a few other tools, including a spreadsheet template offered by my carrier, to build a bookkeeping solution that does exactly what I need and nothing I don’t. I’m currently using an “application” built using Excel (but somehow distributed as a .exe file, and protected from modification) called “Money Ledgers” that I paid a modest sum for, that is pretty close, but doesn’t allow me to do everything I would like. For example, it won’t let me break down each expense category in terms of cents per mile – a valuable tool in deciding whether or not to take a given load based on its freight rate.

    Once I have my solution completed, I’ll be glad to send you a copy if you like, in case you have any small business trucker clients or think you might find it useful.

  24. Your spreadsheet doesn’t take into account an inventory balance at year end, which would affect the Cost of Goods Sold on Sched. C. Have you made any adjustments for that?

      • I have used your spread sheet for months and want to thank you it is as you said, for a small business or home business. I find those who want more from it should look to a larger style. My only wish is to insert receipts or payments etc randomly and be able to sort them by date. example – if I find a February receipt in late march I would like to add it in the next blank line and it would move to February area of my ledger?


        • Thanks for the comment. That’s a great idea that I might be able to add to the spreadsheet. I’ve been very careful to avoid adding features that would cause errors or confusion, especially for excel newbies. However, this may be a bug improvement. Thanks!


          • Thanks for reading my praise, In business missing out on credit card or other receipts is my biggest flaw. I travel some and return with many receipts, bills and purchase orders and some just find places to hide. If I go back a month or 2 to insert a line I find it can corrupt the whole formula. If you can find a way to sort by date it will be monumental in preparing for my accountant and lowering my overall tax preparing costs, please let me know if and when you do this.


          • If your using excel you can easily do this. Add your missing receipt at the bottom. Then using the row numbers on the left (so it will select the entire row) highlight from the cell BELOW opening balance, use the sort function, custom sort, chose the column that has the date and viola! It sorts them per date but does not cause any errors. All the info is the same in the right place.

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  27. This looks like the perfect spreadsheet for a beginning painting therapist. However is there a way to add a column for sales tax (VAT in UK or BTW is Netherlands where I live). I have to send details to the tax man every 3 months!

  28. Absolutely brilliant! I stumbled on this website while looking for an Excel spreadsheet template for a client who would like to be proactive and keep track of revenues and expenses throughout the taxation year, so when he’s ready to file he’ll have all relevant data in one easily accessible place. Not only that, but a place where he can make changes and update his financial information on and on-going basis. I wish I found this website 6 years ago! Keep up the outstanding work! Are you Canadian? It says you have your CPA, which designation would that be? The Certified Public Accountant, the Chartered Professional Accountant, or the Certified Practising Accountant? Have you ever attended CASB? (Chartered Accountant’s School of Business)

  29. Thanks for sharing this excellent tool with us. I’m based in Auckland New Zealand. Your free sharing of this is a good testimony. Thanks again.

  30. Hi there Mark.

    I just found your great little Excel spreadsheet. It does everything I need. But it would be great if I could add a few more income columns I really need 5 and can only see 2. Unless I am missing something?

    I have to admit to being a bit of a newbie to spreadsheets, but I am getting there. With your valuable help.



    • Hi Andy.

      The easiest thing to do is insert an income column between the two income columns. If you’re not sure how to do this, let me know via e-mail at mark@accountinator.com and I’ll do it for you.

      Warning: this spreadsheet is set up for US tax filings. I’m not sure which country you are in, but our expense categories probably will not line up for you. So if you send me a link to your blank tax form, I can probably figure out a new version for your country – I’d be happy to do this because about a quarter of the web traffic here is European.


    • No, I don’t. But if you need something more sophisticated than this spreadsheet, check out gnucash.org.

  31. Dr. Holtzman,

    My sister recently started a small sewing business, and asked me to help her with her bookkeeping because I am an accounting major. However, I am only in my sophomore year, and basic acct. principles is all I have taken at this point. Your spreadsheet is extremely helpful in pushing me on the right track for helping her out! I was definitely over-complicating things.

    I do have a few questions about the spreadsheet: most of her assets is not in cash – it is in fabric. How is inventory marked in your spreadsheet? And, if it is not, how does that correlate with the COGS column? What is the “double-entry partner” to that COGS column on the spreadsheet?

    Thank you so much for time and help!


    • My spreadsheet doesn’t work well with inventory – to keep track of inventory, you’ll need a more sophisticated system. Keep in mind that even software like QuickBooks isn’t great with inventory either.

      That said, I suggest that you put all inventory (fabric, etc.) into cost of goods sold. Then at the end of the year, (1) count up the value of whatever inventory is left, (2) take that amount out of cost of goods sold and (3) put it into the inventory account, an asset on the balance sheet.

  32. Wow. This is just what I was looking for. Thank you.

    My state,WI, requires that a business use the accrual method of accounting unless you get written permission to use another method. Does your spreadsheet use the cash basis method? I’m really new to this.

    In Accountinator how do I keep track of WI sales tax that I collect for my services? I have to pay these taxes to my state.

    • You can use the cash method all year long. Then at the end of the year, count up any receivables that you are owed – add this balance to accounts receivable and to sales. Then count up any payables that you owe. Add this balance to each of the appropriate expenses, and also add the total to accounts payable. On the first day of the next year, reverse this (i.e. subtract the balance from receivables and sales; subtract the respective balances from expenses and payables).

  33. Thank you for posting this spreadsheet, it was exactly what I need to help start accounting practices for my soap business. I would like to know what column balances or reconciles the cost of goods column?

    • As long as the first column says “OK,” you’re always in balance. However, cost of goods sold column requires a manual adjustment – you need to count inventory at the end of the period and subtract that balance from from cost of goods sold.

  34. How do you account for salary paid to the business owner or a draw on the account from the profits on this spreadsheet?


    • If you know how, set up a new column for “owner drawing.” Otherwise, add it salary expense. When you prepare your tax return, you’ll need to adjust this later – to take it back out of salary expense.

  35. Hello,

    My sister and I want to start a jewelry company and be in partnership. She is the crafty partner, and I am more capable of keeping the books. Do you have a sample for partnership accounting? I was using your sample in GoogleDrive and it is very helpful.


    • This should work for the operations side – to keep track of your profits and losses. You will need a separate computation to divvy up the profits and keep track of your individual partner capital accounts. This computation can be done manually, or in Excel.

  36. Hi Mark, My husband is just starting his trucking business as an owner operator. Can I use your spreadsheet to keep all of his income and expenses for income tax purposes or are there different forms he needs to complete due to the fuel?

    • This should be all you need for income tax purposes. You also need to save all the receipts.

      If there are other fuel taxes and licenses charges, the spreadsheet won’t handle that.

  37. Thanks, thaty was perfect for my Personal Training Gym. I only needed a basic spreadsheet as we only sell the one thing so this was perfect

  38. I love spreadsheets and wanted to find something to help organize my husbands new s-corp w/o having to jump into quickbooks. This is a huge help and I’m so glad I don’t have to design a template myself…thank you!

    Quick question, how do you treat business expenses that come out of a personal bank account? Not sure how to categorize them on here…for example, purchase of a business lunch using personal $ instead of $ from the business account?

    • Glad this helps. Are you using a business account and personal account? If so, this is tricky. Maybe retitle one column as “personal account” and then subtract the expenses from there. So for a personal expense, you would increase the actual expense, and subtract the same amount from the retitled “personal account” column. If you only use your personal account, then just subtract the balance from cash – let it go negative as an overdraft.

  39. Hi everyone
    I really appreciate you gays if you send me
    A simple accounting spreadsheet for Microsoft Excel.

    wish you send me my Email.

  40. I just opened a small Notary business and have wasted an extreme amount of time looking for a simple, yet inexpensive accounting software to track a small amount of business transactions. I just stumbled upon your website from Youtube and I must say THANK YOU so very much for creating and sharing such an easy spreadsheet!!! My accountant will love me at the end of the year!

  41. Hey Mark,

    Awesome spreadsheet! Simply and easy to use! One question…if I want to pay myself throughout the year…how do I record that on the spreadsheet? Thanks!

  42. This seems so simple even I understand it – I imported it into OpenOffice with no problems and am (hopefully)about to enter a year’s accounts for my small ebay business – I lost everything on my laptop last week, but after seeing your blog and utube explanation, I’m thinking it may be an opportunity to start afresh with a straightforward accounting process – thank you so much!

  43. This looks great… quick question: how do we record purchase of equipment/ assets like a computer or machine which has depreciation?

    • Thanks! And how do we record depreciation expense. Or should i use something else if i intend to make an LLC and draw up balance sheets etc.?

      • I have the same question as Sabz…

        My wife is starting a business and we are buying computer equipment, clothing racks, etc. and not really sure how to add this to your simple accounting xls.

  44. Hi Mark,

    We love the sheet, and it’s been very helpful, but I do have some questions.

    We’d like to make some changes to the headers, by adding different kinds of sales (or donations as we’re calling them).

    Is there any way to change incoming money headers to outgoing money headers and still make it okay in the balance. When we tried to add money to the Travel header as opposed to taking money out, it wouldn’t stay in balance.


    • Hey Zach. That’s not so easy to do here. Two options: insert a new column between the different kinds of income. Alternatively, stick to the existing columns and break out the individual revenue items on a separate spreadsheet. I’ve gotten a few requests to do this, so perhaps I should come out with a more customize-able version.

  45. hi me again

    also can i use this for pound sterling as i am based in england
    many thanks


    • I would change two things, if I were you.

      Of course, change the currency. But also change the column headers to fit the categories you would need to report. Our column headers are for US tax authorities. You should change them depending on the information that you are required to report on your tax return. Good luck.

  46. Thanks, Mark! I am just starting a home business and I really appreciate your generosity in sharing this. I’ve shared it with my husband, who is also starting a business. As we approach retirement, we hope to have a little cottage industry here at our farm.

  47. Thank you very much Mark. Your spreadsheet is going to be a great tool for my small business. I was hoping you would be able to help me out with an inventory column on the spreadsheet. I would appreciate the help,if not thanks again.


  48. Thanks for providing this spreadsheet. It is helping me a lot. By the way, in the Help page, you say, “To check out your cash balance and profitability, click on the ‘Simple Report’ tab below. I think you mean “Report”, instead of “Simple Report”.

    Thanks again!


  49. Hey Mark,

    Do you have a template for a balance sheet? I have been using the expense tracker. However, my small business does have some assets. I would also like to be able to track the equity of the business.


  50. Hi Mark, I started a snackbar for the guys at work. I wrote a small speadsheet for this, with the inventory and total sales minus spent cash on supplies, But it is starting to get to big. If I send you the file could you show me what I am doing wrong? Need help, not an accounting person, I am a machinist.

  51. WOW! I’m setting everything to start my handmade jewelry business, my accountant just told me to make a spreadsheet to keep track of transactions and/ or activities business related…so I googled it and I found you! Very impressed….I’m going to use your spreadsheet…it’s going to be a great help!!!! Thank you!

  52. THANK YOU!! This is amazing and I will find it extremely helpful, I’ve just started up so looking forward to this making things easier for me :o)

  53. Thank you very much Mark.
    I’m just getting started with a small English language Course/School in Indonesia and this is exactly what I was looking for to get me started with the book keeping side of the business.
    Once again thank you!

  54. Hi Mark – we are a small construction business but incorporated. Will this work for us? If not, can we make it work for us? Thank you!

    • You would have to be very small. If you are large enough to have more than 30 transactions a year, and no employees, then this will work. Otherwise, you would be better off using a more sophisticated program.

  55. Hi Mark. Your spreadsheet works great – particularly for those who don’t fully understand accounts or Excel. I’m running a small community group (have a look at our website http://www.twmbarlwm.co.uk) and your spreadsheet ought to suit our needs perfectly – we only have a few bank transactions a month but we could really do with more columns under income (to record membership fees, donations, money raised at events, etc. etc.). I know a few other people have asked a similar question but if you haven’t got a version with more income columns could you explain how I could edit the formulae to make more columns myself? Thanks again.

    • Revise the column names to suit your needs. Then change the line items on the income statement, too.

  56. Hey Mark,

    Great spreadsheet!! Going to be using this spreadsheet for a small electricals supply company. But I need to account for Petty Cash…how can this be done?


    • A few options: Include it with the rest of cash. Or keep petty transactions together, and record them as a single line in the spreadsheet every once in a while.

  57. Great spread sheet. I’m currently recording cash and credit invoices and for a safari company. what is the best way to record this.

    • When I designed this, I tried to include only what is necessary for tax filings – extra columns and categories would have made it more confusing (and it would no longer be so simple). You can add columns for additional expenses. But if you’re filing as a sole proprietorship in the US, you’ll need to recombine those columns before you do your tax return. Furthermore, adding columns will mess up your income statement page.

  58. Mark…thank you for this program. A question that is probably more an Excel question: my account entries are showing up in column C of the report page. Can I have my entries starting January 1 automatically show up in column D (using the same rows) so that the report columns are separated by year? Can I change the name of those columns from letters (C,D,E etc) to years (2014, 2015,etc)? Thank you.

  59. Hi Mark, this is great! Is there a way to completely remove a few columns? There are just too many for what we require and it would make it easier when inputting amounts and printing. Thank you!

    • Yes, but deleting certain columns will generate an error in the formulas. Try hiding the columns instead. To do so, right click on the column header and select “hide.”

  60. Hello Mark,
    Thank you so much for providing this. I found this to be extremely helpful as I am starting a small business. I do have a newbie question. Every 2 weeks I invest in my business but I am not finding the correct column to include this in. Any ideas?

    Thank you,

  61. That’s the problem, I don’t see a tab that says reports. I will try to figure it out. Maybe it’s my computer. Thank you.

  62. THANKS for the spreadsheet — It so simple to use.
    I have a small landscape design business. I have two types of income, Prepare and sell Landscape Plans and Consultations – I have to collect sales tax and remit (and pay by check) to my State when I prepare and sell a landscape plan. How can account for sales tax in this spreadsheet. Also I earn a very small amount of interest income. One possibility is I could just place in other income.

  63. Hi: Where can I find written instruction for step by step creating this spread sheet. My friend has a start up chiropractic business and I’d like to help him start recording in excel before he goes to a bigger program like quick-books or something. He needs to get started first.Thank youn in advance…

  64. 1) Where to enter my investment into my company? as per your sheet it has to record as income. all deposits are not income.

    2) if i pay to credit card 1000 dollars. (that has multiple expenses such as food, entertainment, licenses, telecom, utilities etc..how to differentiate that it one check?

    • Investment should be entered as a negative item in “other expense.”

      If you pay more than one kind of expense at once, enter the total cash amount, and then the individual expenses all in the same row. Make sure they balance.

  65. I just started a LLC and your spreadsheet is fantastic for keeping me organized. One question, I infused cash at startup and may need to again – and hopefully, will draw my investment out as I grow. Do I set up a separate capital account to keep track of that and is the draw considered taxable by the feds?


    • No, don’t set up another column. Instead, use the “other expenses column” to counterbalance the income in the cash column.

  66. Hi Mark:
    Tried using your spreadsheet & liked it; however, wanted to send a copy of my figures to my partner thru email & it wouldn’t work. Please advise how I can send it thru email? Also kept getting Oops & REF# in the A column; Please advise what corrections I need to make. Thanks!

    • You should be able to mail the file just like any other Excel file. Regarding the “oops” problem, I can’t diagnose the problem without seeing your spreadsheet. Sorry.

  67. How do I contact you. I have developed an Excel based accounting file and it is 100% automated.
    It is just like Quickbooks, data once recorded is saved in database and file size with entire code is just 200kb.
    I want to have your opinion on it, I have not seen this kind of file anywhere else. File is hosted on my site Tikshare.

  68. wondering where to enter start up costs (some tools, legal fees & licenses, liability insurance, office supplies and personal cash to start)- initial personal money “invested”. Where would you suggest I enter these?
    and how do I pay myself back the personal money used to start the business?
    Thank you SO much for the wonderful spreadsheet! QuickBooks overwhelmed us, this looks like what we need.

    • Use the “other expenses” column for all of these. If necessary, enter income or investment as negative. In the “specify” column, explain the nature of your item.

  69. While I found it easy to use and make small changes, I am unable to print out the spread or any part of it. What do I need to do to unlock the printing mode.

    • Need to set print area. Alternatively, move to the “report” tab and print that out.

  70. Hi Mark,

    Thanks for the sharing. Your spreadsheets provides relatively abundant items on net income statement category, but, it is possible that we enrich/expand the cash flow columns? e.g. create a separate “explanation” for cash flow and input “receivable” for a sale and put the cash flow data “-“, and the matching cost of goods as “decrease in inventory” and put a cash flow data “+”, etc. Also, can we differentiate a deferred payment 1 month after the sale?

    That will make the spreadsheets equally reflecting the cash flow as the net income. But how? What’s your suggestion, Mark?

    • Just add more columns. However, as you make it more complex, it will be more difficult to manage. If you need this detailed information then perhaps you should use more sophisticated software.

  71. Is it allowed to put the “sales” data and the matching “cost of goods sold” data (which is typical!) in the same line in your “account” page? And along with other expenses thus occurred, i.e. with 3 or even more data in the same line?

    • Yes it should work fine. However your cash column should show the difference between the other columns.

  72. I am new to accounting. I run a small business. Is this spreadsheet considered double entry? Also is gnu cash double entry? I am trying to decide which one I should use. Bookkeeping is just not my expertise.

  73. Hi Accountinator!! We have been having trouble with the OOPS! Function. If I manually add all the columns it is fine. I have used this for a few years no issue, I even downloaded a fresh one thinking maybe I screwed up the formula, but the same thing happens, and the function fails to find to math true. Any advice? Otherwise I love it!!

  74. Having read this I believed it was rather informative. I appreciate you spending
    some time and energy to put this short article together. I once again find myself spending a lot of time both reading and leaving comments.

    But so what, it was still worthwhile!

  75. I have the same problem as Marianne Pizzitola. Is there a 2013 excel update? I’m using windows 8.1. Other than this problem I like it. Gary

    • I’ve posted a new version that corrects this problem. Here’s a link: https://e61e45.p3cdn1.secureserver.net/wp-content/uploads/2015/05/accountinator-spreadsheet-v2.0.xls

      If you already have a spreadsheet completed (using the old version) just copy and paste cell A2 from the new version into your old version. That should fix the problem.

      I do not have an Excel 2013 document because it would not be backwards compatible to older versions of Excel. If you’d like your spreadsheet in Excel 2013 format, select “save as” and change file type to Excel 2013.

      Thanks for using the spreadsheet!

  76. Hi Mark,
    I really appreciate your great job. its a very useful tool. i run a cleaning business and my customers do not pay directly when i offer the services. so i can put for example $100 on the sales column and then i see the OOPS sign. That is good because i can keep track how much they owe me anytime. But how about the transfer balance? im going to make 12different sheets for each month.. but which amount should i transfer as an opening balance as long as they still owe me money? I made 12 different sheets to make more clear the profits and share them with my partner. but this transfer each month makes me sick.. please id appreciate your help im about to have a heart attack.. have a nice day Mark


    • I’m not sure what you mean by the transfer balance. On this spreadsheet, you should only enter cash transactions. Don’t enter a sale until you get the money.

      I suggest that you set up a separate sheet to keep track of who owes you money:
      column 1: Date
      column 2: Total all the rest of the columns
      columns 3 and on: One column per customer.
      Row 1: Headings, including names of all your customers (columns 3 and on).
      Row 2 and on: One row for each date. Each time you make a sale for which you don’t get paid, enter the date, and then enter the amount the customer owes you in that customer’s own column. The amount should also show up in column 2, which is a total of the rest of the columns. Each time you collect money for one of the sales you recorded, go to the next line, enter the date, and then enter the amount you collected from that customer.

  77. Thank you for the spread sheet. My one question is how do I expand the sheet to go beyond the 360 box. We have a simple business but have multiple entries each day. Thank you for your assistance.

    • You need to add new rows, and then revise the totals row to include the new rows that you are adding to the bottom of the spreadsheet.

  78. I have been using your wonderful spreadsheet for two years, thank you. In New Zealand we have a Goods and Services Tax (GST) of 15% which makes up the gross price of most goods. Presently, this is applied to the full price charged for all sales and is a component of all purchases except goods brought online from overseas such as software, and second hand items (The latter does not affect me. These exemptions are likely to change at some point in the future) At the end of each six month period I must make payment to the government the difference between the amount I have paid in GST and the amount which I have collected for them in my invoices. The GST therefore needs to be distinct from my gross and net income, in my totals. Currently this is not easily done.

    • Perhaps try setting up two columns on the way far right-hand side of the spreadsheet, splitting out gross sales into two categories – GST and non-GST. The sum of these two columns should equal gross sales?

      • There is still the need to enter each purchased item throughout the year, showing whether it has GST in the price and getting the books to balance. (It is a brilliant tax in all other respects – if there is such a thing! Far more consistently applied than Britain’s administrative nightmare VAT) I am a one man business and studying at university half-time so your freely offered Accountinator is much appreciated.

        • I don’t know how you can fit that much information in this spreadsheet. Perhaps as you record each line, split the total sale into GST versus non-GST (those two columns). But if the tax authorities are asking for more detail. This won’t work.

          You can custom design a spreadsheet to do this.

          You might also be able to use GnuCash, I’m not sure if GnuCash has a means to tag GST vs. non GST.

          The tax doesn’t sound so different from our sales tax in the U.S. (usually collected by individual states). There’s a complex set of laws determining which state gets to tax any purchase. You can sometimes buy goods from another state tax-free, but then you have to voluntarily pay your local state the sales tax on the item.

  79. Thanks for the spreadsheet, I have a question, can you add non cash expenses such as mileage for a personal use of car? When I try adding the expense but not putting anything in the cash column it gives me an error. I don’t want it to affect the cash balance since it is not a cash expense. Thanks

    • That’s tricky. The spreadsheet is designed to keep track of your cash transactions. Noncash expenses like this would throw it off balance. Therefore, I suggest that you keep track of mileage in a separate place, and then adjust the “Report” tab for total mileage. To do this, add a separate column for “adjustments” in the “Report” tab. and then add these adjustments to the report that is generated by the spreadsheet.

  80. Hi Mark! Thank you soo much for the excel sheet and your blog is so helpful for us. I have question though, our business involves inventory (soap,lotions, etc.) I am trying to figure out how I can do the journal transaction from the excel sheet.
    Ex.: Inventory -100
    Cash – 100
    From the excel sheet there is no inventory

    • The spreadsheet is not designed to handle inventory – it is designed for a business where all transactions that affect income also affect cash.

      If you want to try to handle inventory, then post inventory transactions to cost of goods sold. When purchasing inventory, increase cost of goods sold. At the end of each period, you will need to adjust cost of goods sold, subtracting from it any increase in inventory, or adding to it any decrease inventory. This adjustment should be done OFF of this spreadsheet, in a separate location, or else it will throw the spreadsheet out of balance.

  81. Thanks for sharing your spreadsheet. I just started doing a small business and totally have no idea how to keep track on my cash and expense. I found a lot stated in your sheet just what I am looking for. More specific and useful. I really appreciate this 🙂 God bless you.
    By the way, I’m from Kota kinabalu, Sabah. Cheers!

  82. Why does it show the oops in red when entering in a deposit? I have a starting balance at the top.

    • It means that there is one or more line item that is not in balance. When a row says “oops,” check to make sure that the amount classified is equal to the amount added to or subtracted from cash.

  83. This may have been asked before. But sales tax. Would I leave sales tax out when entering values into the “Sales” category? Would I make a separate entry for the sales tax? Thanks for your help. Your spreadsheet has created some organization to my mess!

    • Because the spreadsheet can’t handle liabilities, it is not well-suited for computing sales tax. If you only have a few sales tax items, you can insert them in the misc column, and then subtract it when you pay it to the government.

  84. Hi there!

    I really appreciate the form for free, my question is this. At the end the day our partnership pays taxes on total profit after expense? I’m trying to decide if I should include equity payments for our llc or just consider what our K-1s show this as total profit and pay taxes on or personal returns. Is there a strategy or rule I should be following? Does our LLC require a balance sheet?

    Thanks for sharing and the help m!

    • An LLC will need something more sophisticated. The spreadsheet can’t handle partners’ equity transactions or a balance sheet. Once you have these types of transactions, it’s better to go to real accounting software.


    • Abzal,

      A deposit should be shown as a “sale.” Just add to cash and to sales revenue. – Mark

  86. asslam-ul-kum sir I am from pakistan and i am graduate in computer science. But i am not know the proper accounting method in Excel programe.Respected sir I want to go to UAE where get job as a computer operator .Sir send me on my ID some videos or sheets examples .I am thankful to u sir .

  87. Much the same as the accounts payable ledger mentioned above, this is a great spreadsheet for recording all the invoices a business issues to a customer who have an account with the business.

  88. This what exactly what I was looking for. I love Excel! My biz is not large enough to justify a Quickbooks purchase at this time. So your speadsheet is perfect! Thank you

  89. What an easy to understand solution to an often hard-to-understand problem! This simple spreadsheet is such an elegant solution for basic business accounting!

    I was looking for something to help me with fund accounting for our small church. I was going to make my own spreadsheet or access database but stumbled across this. Mark, correct me if I’m wrong but I believe this can be easily modified to use for simple fund accounting in a non-profit setting. The formulas are pretty straightforward and look easy to modify.

    • Thanks for the feedback, Lee. This is a bit complex for fund accounting, but you can take the basic idea and modify it to meet your needs. Good Luck and God bless! – Mark

  90. Hey, Mark. This looks great. I have a single-owner LLC that will be taxed as a sole proprietorship / disregarded entity. I spoke to my accountant and he said that I should just maintain records to comply with an IRS schedule C. So I’m thinking of using this sheet vs. buying quicken or some other tool which seems expensive and more than I need right now. I need to pull information into this sheet from both online and offline resources. Any last minute tips or concerns before I dive in?

  91. Sigh. I put a lot of work into adding my sales and expenses….many days, hours. I like how simple your worksheet is. I can’t find anything like it. I thought everything was fine till I noticed that descriptions and amounts AND dates were all mixed up after doing some updating. I did add rows so I could add more sales and expenses to my spreadsheet. I did have to delete some as well but was careful to eliminate only the ones I needed to discard. I tried to fix this and everything somehow ended up moving around while I was trying to put the right description/amounts/dates. What happened??! I’m so frustrated and not sure why this is happening. Please help. Thank you!

  92. I’ve been using this for three years now. Works great but I’ve needed to change the names of some of the columns to fit my need, however most of them are assigned negative values and I need more columns for positive transactions. How do we rename a column and assign it a permanent positive value for all transactions within that row?

    • The reason why I selected these column names is to correspond to IRS tax forms. Any revenues and expenses have to go into one of these categories – or another. You can add columns by inserting columns into the middle. Make sure that the formulas include the columns that you add.

  93. Oh my goodness! Incredible article dude! Thank you so much, However I am going through problems with your RSS.
    I don’t know why I can’t subscribe to it. Is there anyone
    else having identical RSS problems? Anybody who knows the solution can you kindly respond?

    • Thanks for the heads up. A lot of problems with the website. Working on it all now.

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