A Guide on How to Track Business Expenses and Profits

working on laptop

Are you a small business owner or entrepreneur? Do you find it challenging to keep track of your expenses and profits? If so, you’re not alone. Many business owners struggle to keep track of their finances.

Fortunately, there are several ways to track expenses and profits. The key is to find a system that works for you and your business.

What Information to Track?

There are a few key things that you should track when it comes to your expenses and profits. This will help you stay on top of your finances and ensure your business is running smoothly.

1. Your Expenses

This includes both your business expenses and your personal expenses. You need to know where your money is going so that you can cut back on unnecessary spending.

2. Your Profits

Your profits will help you see how much money your business is bringing in. You can then use this information to make decisions about how to reinvest your profits.

3. Your Sales

Tracking your sales will give you an idea of what products or services are selling well. You can then use this information to decide what to stock more of.

4. Your Customers

This will help you see who your best customers are. You can then use this information to target your marketing efforts.

Tips on How to Track Expenses and Profits Effectively 

1. Use Spreadsheet

Using spreadsheets is one of the simplest ways to track expenses. You can create a spreadsheet in Microsoft Excel or any other spreadsheet program. Then, simply enter your income and expenses into the spreadsheet.

2. Use an Accounting Software

You can use accounting software if you want to get a bit more sophisticated. There are many different accounting software programs available, so you’ll need to do some research to find one that’s right for your business.

3. Hire an Accountant

This is a good option if you don’t have the time or inclination to track your finances yourself. An accountant can also provide valuable insights into where your business is making and losing money.

How to Categorize Expenses and Profits

There are a number of ways to categorize expenses and profits. The most important thing is to be consistent in how you categorize expenses and profits so that you can easily track and compare them.

1. Fixed and Variable Expenses

Fixed expenses are those that remain the same each month, such as rent or mortgage payments, while variable expenses can fluctuate, such as utility bills or food costs.

2. Personal and Business Expenses

Personal expenses are those that are incurred for your own personal use, such as clothing or entertainment, while business expenses are those that are incurred in the course of running your business, such as office supplies or marketing costs.

3. Direct and Indirect Expenses

Direct expenses are those that are directly related to the production of your product or service, such as the cost of materials or labor, while indirect expenses are those that are not directly related to the production of your product or service, such as office rent or advertising.

4. Purpose

For example, you might have a category for marketing expenses, another for research and development, and another for general operating expenses.


It is important to track your expenses, including your profits, sales, and customers. There are three ways to track your expenses, (1) using a spreadsheet, (2) using accounting software, or (3) hiring an accountant. You can also categorize them by fixed and variable expenses, personal and business expenses, direct and indirect expenses, and the purpose.

Regardless of your chosen method, it’s important to keep track of your expenses and profits consistently. Doing so will help you make better decisions about spending money and growing your business.

If you’re based in Framingham, MA, then you’re in luck. Ash CPA offers a wide range of CPA accounting services. From bookkeeping and tax preparation to financial planning and advice, our experienced accountants will ensure your finances are in order, so you can focus on running your business. Get in touch with us today!