Free income and expense tracker template for Excel and Google Sheets
A plain spreadsheet for logging money in and money out. Download it, open it in Excel, Google Sheets or Numbers, and start typing. You don't need to sign up or give an email address.
Both files also open in Google Sheets and Numbers. Only the Excel file has the monthly summary.
Updated October 17, 2026
What's in the template
Both files have the same 12 columns and 14 example rows from September and October 2026, so you can see what a filled-in month looks like before you add your own.
The Excel file has two sheets. Entries holds one row per income or expense, with the header row frozen and dropdowns for Type and Payment Method. Summary adds up income, expenses, net and savings rate for each month of the year, plus spending by tag for the year.
The CSV file is plain text with the same columns and rows. It opens in anything, but it can't store formulas or formatting, so save it in your spreadsheet's own format before you add totals.
| Date | Time | Type | Amount | Currency | Note | Tag | Payment Method | Card | Original Amount | Original Currency | Exchange Rate |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 2026-09-01 | 08:00 | Income | 1850.00 | USD | Paycheck | Work | Online | ||||
| 2026-09-03 | 18:40 | Expense | -86.42 | USD | Weekly shop | Groceries | Point of Sale | Visa | |||
| 2026-10-04 | 10:20 | Expense | -5.29 | USD | Coffee | Food | Point of Sale | Visa | -4.80 | EUR | 1.102083 |
How to open it
Google Sheets
Upload the Excel file to Google Drive and open it, then choose File, then Save as Google Sheets. You get a regular Google spreadsheet, and the formulas and dropdowns come across with it.
To start from the CSV instead, make a blank spreadsheet, choose File, then Import, then Upload, and pick the file. "Replace current sheet" gives you a clean copy.
Excel
Double-click the .xlsx file. Excel sometimes opens downloaded files in Protected View; click Enable Editing to start typing. If you start from the CSV, choose File, then Save As, and pick Excel Workbook before you add any formulas. A CSV can't hold them, so they'd be gone the next time you opened it.
Numbers
On a Mac, double-click the file or drag it onto Numbers. It becomes a Numbers spreadsheet with one tab per sheet. On iPhone or iPad, save the file to the Files app, open Numbers and pick it from the file browser.
How to fill it in
Delete the example rows first, rows 2 to 15. The Summary sheet drops to zero and fills back in as you add entries. Then add one row for each payment in or out:
| Column | What to type | Example |
|---|---|---|
| Date | The day it happened. Year, month, day sorts correctly everywhere. | 2026-10-17 |
| Time | Optional. | 12:30 |
| Type | Income or Expense. | Expense |
| Amount | Positive for income, negative for expenses. | -24.50 |
| Currency | Your home currency. | USD |
| Note | What it was. | Pizza night |
| Tag | A category. | Food |
| Payment Method | Cash, Online, or Point of Sale for a card terminal in a shop. | Point of Sale |
| Card | Which card, if you paid by card. | Visa |
| Original Amount | Only when you paid in another currency: the amount in that currency. | -4.80 |
| Original Currency | The currency you paid in. | EUR |
| Exchange Rate | What one unit of that currency was worth in yours. | 1.102083 |
The monthly summary needs only Date and Amount, and spending by tag also needs Tag. Leave any other column blank if you don't care about it.
Expenses are negative so that one SUM of the Amount column gives your net, money in minus money out. The Type column says the same thing in words, which makes a row quicker to read. Pocket PnL exports amounts the same way.
Keep your tags to about 8 to 12 and spell them the same way every time. A formula sees "Grocery" and "Groceries" as two different tags. If you're not sure which categories to use, how to track your spending suggests a starting list.
Totals by category with SUMIF
SUMIF adds up the cells in one column where another column matches what you ask for. In this template Tag is column G and Amount is column D, so this gives everything spent on groceries:
=-SUMIF(G:G,"Groceries",D:D)The minus sign at the front turns the total into a positive number, since expenses are stored as negatives. With the example rows it returns 106.42.
To narrow it to one month, use SUMIFS, which takes more than one condition. This gives groceries for September 2026:
=-SUMIFS(D:D,G:G,"Groceries",A:A,">="&DATE(2026,9,1),A:A,"<"&DATE(2026,10,1))For totals across the whole sheet:
| Total | Formula |
|---|---|
| Income | =SUMIF(D:D,">0") |
| Spending | =-SUMIF(D:D,"<0") |
| Net | =SUM(D:D) |
For a whole list of tags, type the names down a spare column to the right of the data, say N, and point the formula at the cell instead of the word: =-SUMIF(G:G,N2,D:D). Fill it down and each row totals its own tag. The Summary sheet in the Excel file already does this for eight common tags, so you only need to swap in yours.
These formulas work as written in Excel and Google Sheets. Numbers has SUMIF and SUMIFS too.
Use it with a Pocket PnL export
The template has the same 12 columns, in the same order, as the CSV file Pocket PnL exports. You can log on your phone during the month and pull everything into the spreadsheet when you want to dig in.
- In Pocket PnL, open Settings, go to the export section and choose All, Year, Month or a custom range.
- Save the file to Files, or send it to your computer.
- Open the export, select every row below the header and copy.
- In the template's Entries sheet, delete the example rows, click A2 and paste.
In Google Sheets you can skip the copying. Click A1 on the Entries sheet, choose File, then Import, upload the export and pick "Replace data at selected cell". The export's header row matches the template's, so nothing shifts.
The Summary sheet updates as soon as the rows are in. Receipt photos stay in the app, since a CSV holds only text. There's more on the file itself on the CSV export page.
Common questions
Is it really free?
Yes. Download it and change it however you like.
Can I add my own columns?
Yes. Put them to the right of Exchange Rate, from column M on, so a Pocket PnL export still pastes into columns A to L without moving anything.
Does it work on a phone?
Yes. The Google Sheets, Numbers and Excel apps all open it, though adding rows on a small screen is fiddly.
Is this a budget?
It's a tracker: it records what already happened. To plan ahead, add a target next to each tag on the Summary sheet and compare it with what you spent. The 50/30/20 rule is a simple place to start.
