The Simplest Way to Track Business Expenses Without Overwhelm

I used to think that in order to run a financially healthy business, I had to become an accountant.

I thought I needed to log every transaction manually. Memorize categories. Understand tax codes. Build spreadsheets from scratch. And honestly? I avoided it all. Because it felt like too much.

Until one day, I realized that the goal wasn’t perfection. It was visibility.

You don’t need the most advanced system to be financially empowered—you just need one that’s simple, consistent, and aligned with the way you think.

Today, I want to walk you through a completely doable way to track your business expenses that doesn’t require you to become someone you’re not.

Why Most Entrepreneurs Avoid Expense Tracking

Let’s name it: expense tracking can feel boring, intimidating, or like a chore.

But underneath that, what’s really going on?

• Fear of what we’ll find

• Guilt over purchases that didn’t pay off

• Shame around disorganization

• Confusion about tools or categories

That emotional load builds up, and suddenly we’re months behind, avoiding our accounts and feeling disconnected from our business.

Here’s the truth:

Tracking your expenses is not about judgment. It’s about clarity.

Clarity gives you power. Even when the numbers aren’t where you want them yet.

What You Actually Need to Track (and What You Don’t)

Let’s simplify.

Must-track expenses:

• Software + tools (subscriptions)

• Contractors or team payments

• Marketing (ads, branding, design, etc.)

• Equipment (laptop, camera, printer)

• Office supplies or workspace fees

• Education (courses, coaching, books)

Nice-to-track (optional):

• Meals + coffee (if business related)

• Travel for work

• Self-care as a business owner (therapy, etc.)

You don’t need 30 categories. You need patterns. Where your money flows regularly. That’s what helps you make smarter choices.

The Easiest System I’ve Found (and Still Use)

I created a color-coded visual tracker that I update weekly. It lives in Google Sheets, and it’s broken down like this:

• Date

• Expense name

• Category (drop-down)

• Amount

• Notes (optional)

• Color-coded by category

Why this works:

• It’s visual: I can glance and see where money is going

• It’s flexible: I can add or remove categories easily

• It’s fast: I update once a week during my Money Check-In

💡 You can also use apps like Wave, Bonsai, or QuickBooks if you prefer automation. But if you’re a visual, hands-on person like me, this simple sheet works wonders.

How to Make It a Weekly Habit (Without Dread)

Here’s the habit stack that makes this easy:

1. Block 20 minutes on Fridays (Money Check-In time)

2. Light a candle or play music (ritualize it)

3. Open your tracker + log the week’s expenses

4. Add 1-2 notes (emotional or practical)

Optional: End with a reflection. “Was this expense aligned with my goals?”

Doing this weekly prevents backlog, builds awareness, and actually feels good. Seriously.

Why Visibility Is More Important Than Precision

Perfection is not the goal. You might miss a few receipts. You might log a category wrong. That’s okay.

What matters is this: you know where your money is going.

• You spot patterns early (like overspending on tools)

• You notice what investments are working

• You feel connected instead of confused

And that connection is what allows you to course-correct, pivot, and grow.

What Changed When I Started Tracking

Before:

• I overspent without realizing it

• I avoided checking my account

• I panicked during tax season

After:

• I caught unnecessary subscriptions early

• I made decisions based on data, not guesses

• I felt proud of how I managed money

Expense tracking gave me clarity, but more than that—it gave me confidence.

Want the Tracker I Use?

It’s inside my free Financial Starter Kit. It includes:

• My exact color-coded expense tracker

• A weekly money ritual guide

• A checklist to build your own system step-by-step

Simple. Visual. Designed for creative entrepreneurs.

You don’t need to become someone you’re not to be good with money. You just need tools that meet you where you are.

Start with visibility. Build from there. And know that every time you open that tracker, you’re building self-trust.

That’s the foundation of a sustainable business.

With clarity and ease,

Focus & Conquer