3 Effective Ways To Track Expenses For Your Small Business

Read Time: 3 Minutes
3 Effective Ways To Track Expenses For Your Small Business

As a small business owner, it's important to keep a close eye on your expenses. This will help you stay financially stable and make smart decisions for your business. Although, it can be quite a challenging task that demands meticulous attention to detail. Welcome to this blog post where we'll be discussing some useful tips on how to track expenses for your small business. Let's dive in! By putting these practices into action, you'll be able to have more control over your spending and pinpoint areas where you can cut costs.

Effective Ways To Track Expenses For Your Small Business

1. Categorize Expenses For Accurate Monitoring

Categorizing your expenses appropriately is an effective way to keep track of them. To start off, it's important to have a good grasp of your business - what it's all about, how big it is, and the industry it belongs to. Can you please list the expenses that are most commonly associated with your business? Let's say there's a construction company that spends a lot of money on materials, supplies, and renting equipment.

On the other hand, a retail store might have more expenses related to managing its inventory and point-of-sale software. It's important to keep track of crucial expenses like rent, utilities, payroll, and administration costs, regardless of your business type.

Managing your business expenses is crucial to maintaining its financial health. By keeping a close eye on the top five types of expenses your business incurs, you can ensure that you are in control of your finances and on the path to success. Moreover, arranging your expenses in this manner enables you to effortlessly compare the expenses from your primary suppliers. Negotiating with them can become easier and more fruitful with this approach.

  • Utilize software that allows for easy categorization and tracking.

  • Review and adjust categories regularly to keep them relevant.

  • Use descriptive and consistent terms when entering transaction details, avoiding generic terms that can complicate expense categorization.

  • Consider the tax implications of certain expenses when creating categories, as deductible expenses can reduce your overall taxable income.

2. Automate Expense Reimbursement Workflow

Managing employee expenses can be quite time-consuming and may not always be the most efficient process. When you set up an automated expense reimbursement  process, it can simplify things for your team, encourage openness, and build confidence among your staff. 

To get reimbursed, you'll need to follow a few steps. First, make sure you keep your receipts. Then, you'll need to get approval from your manager. Finally, send your receipts to the accounts payable department and they'll take care of the rest. By automating these steps, you can focus on the more strategic aspects of managing expenses and ensure a smoother and more reliable workflow.

Did you know that more than half of businesses are now using free accounting software automated systems to record and review expenses? This makes it easier for employees to submit their expenses online. If you're looking to streamline your expense reimbursement process, here's how you can automate it:

  • By utilizing mobile apps, employees can easily submit their receipts from any location, making the process much more convenient.

  • It's important to set some rules and principles that will help you make sure that the expenses you incur are reasonable and in line with your company's values.

  • During your search for software, consider looking for expense-tracking tools or accounting suites that come with approval workflow features.

3. Generate Bite-Sized Expense Reports For Analysis

Keeping track of expenses through reporting and forecasting is an important aspect of financial management. Creating concise expense reports that analyze your spending based on various factors such as department, project, expense category, employee, client, and date can offer you valuable insights.

With these reports, you'll be able to easily spot any potential issues, deviations from budget targets, areas where funds aren't being fully utilized, and opportunities for cost-cutting or reallocating funds. When you analyze spending patterns and compare them with profits, you can assess how well certain teams or projects are performing.

By observing their marketing expenses, they realized that the allocated budget wouldn't meet their future advertising and promotion plans. Consequently, they cut back on non-essential areas and reallocated funds accordingly.


If you want your small business to continue to be successful and financially healthy, keeping track of your spending is one of the most critical things you can do. By adhering to the three efficient practices that we discussed earlier, which are categorizing expenses, automating reimbursement workflows, and generating bite-sized expense reports, you can simplify the processes involved in managing your expenses, have more control over your spending, and make choices that are based on accurate information.

It is essential to keep in mind that effectively managing one's spending can be made simpler by having access to the necessary tools and procedures in this regard.

Explore TechImply Featured Coverage

Get insights on the topics that matter most to you through our comprehensive research articles & informative blogs.