Best Way to Keep Track Of Business Expenses

Keep track on business expenses - 498398938

Business can grow at an unprecedented rate and blossom into something more than you can manage at an instance. Once at that point, numerous things require your attention, and neglecting any of them could turn out to be a disaster. Fortunately, some of these damages are reversible, or you can contain them, but others are beyond repair. Mismanagement in handling your finances is one of those things.

Businesses function on investments, and without them, it’s almost impossible to continue operations. You can’t afford to retain your staff, purchase inventory or raw material, and cover utility expenses. So while a painful blow to your finances might not necessarily get you bankrupt, it will still have a toll on every aspect of work. That’s why small and large scale companies must keep a strict check on their financial records and statements.

Luckily for you, there are numerous options you can consider to avoid this pitfall. You can refine the practices of your finance departments to prevent any mistakes. It would require more training workshops and work hours, maybe more staff, but should get the job done.

Alternatively, you can reinforce your team with technology and digital solutions. It’s easy to find a small business tracker program that will take care of all these problems for you. Just register and upload all the relevant information to perform the math. It will automatically take care of most of the operations for you.

If you are looking to find an executable draft for a better sense of direction, you’ve come to the right place. Here’s a simple plan that outlines the best way to keep track of your business expenses.

1. Issuing Digitized Receipts

The corporate world is becoming digital to its core. With that pace of development, it’s impossible to keep track of things and compete without upgrading your arsenal. That’s why the initial step you need to take to improve the state of your finances is to digitize all your receipts.

Manual receipts might be easier to draft and manipulate, but they are overwhelmingly troublesome to sort and manage. The chances of a mistake are considerably high, and the process itself is very inefficient. Plus, there’s also the risk of misplacing them or having the text altered.

As opposed to it, you can get in the habit of using a receipt scanner to quickly record all your business expenses. You will flash the receipt once before the device, and it will register the transaction with the necessary details. Following this practice can make your life substantially more straightforward.

2. Getting A Finance Management Software

Next, try to get suitable software to complement your digital receipts system. These programs can categorize your transactions and generate useful reports that tell you your company’s financial state at a glance. It points out the area you invested most and places where you could have saved a handsome chunk.

Besides that, it helps you add notes and pointers to identify miscellaneous investments. These could include corporate dinners or a business trip that you had to take. If you are also using your personal belongings for business purposes, then you can add that too.

Getting a detailed summary will help you paint a realistic picture of your finances. That will let you plan for future ventures and make reasonable investments as you go. Over time, you can notice a significant improvement in the quality of returns.

3. Separating Your Personal & Business Account

If all your income flows into the same account, not even detailed bank statements can help you tell them apart. All your money is bound to get mixed up, and you will struggle to manage your business finances eventually.

Try to draw a noticeable line by separating your personal and business bank accounts. Get checks issued in the name of your business for a separate credit history for future use. Maintain a clean trail of finances regarding work, even if your personal credit history is questionable.

Also, get a different credit card to make payments related to work. Using the same one will again present the problem of merging your personal and business expenses.

4. Syncing Business Bank Account With Finance Management Software

The technology has become so advance that you can connect two ends of your work without making an effort. The internet of things is its best example since it allows you to share data without physical interaction. People can send, receive, and access their information on different devices almost instantly.

It exhibits a critical concept that you can implement in your business. You can sync your business accounts with the software on your systems to register all transactions automatically. That way, you won’t have to feed the information to it. Instead, the software can access your account details to retrieve the relevant data. It will automate the process and promote its efficiency to its highest potential.

It can save time and will make it easier to cross-check your expenses. It can significantly improve your bookkeeping practices while making everything accessible at your fingertips.

5. Reviewing Your Work

Above everything else, you should never neglect your duties as the owner. Despite the number of reinforcements and measures to make your work free of error, you need to check it yourself. Getting all that information categorized, summarized, and compiled elegantly is no reason to trust it blindly.

Make a habit of conducting routine checks and review all the work related to your business expenses. You can hire a dedicated team of individuals for help or outsource the job entirely. The choice is yours. But your primary objective must be to ensure that everything is working accurately.

If you notice any anomaly, rectify and register it for future checks. In case you find something that you can’t categorize, make a note, and come back to it during quarterly or annual inspections. That will help you track its route and put the finger on its source.


These steps outlined the best way to keep track of business expenses without making an error. Integrating them into your practices and letting the change run its course will enable you to see their positive outcomes. That is why businesses need to be patient with these modifications. Rejecting them without giving them a chance will only prove to be a costly step for the future. And remember not just to upgrade the hardware and software, but also your staff’s skillset to accommodate it. Otherwise, you are never going to achieve its optimum results.