How to Build a Simple Employee Credit Card Expense Tracker in Google Sheets

Tracking employee credit card expenses can quickly become a headache if you don’t have a clear system in place.

Instead of sorting through endless receipts and emails, you can create a simple, automated tracker using Google Sheets. It’s free, easy to use, and accessible from anywhere.

Why Should You Use Google Sheets in Tracking Employee Credit Card Expenses?

Google Sheets is a great tool for managing expenses because it allows real-time collaboration, automatic calculations, and easy customization.

Unlike traditional spreadsheets, Google Sheets is cloud-based, meaning multiple employees can enter their expenses at the same time. Plus, with built-in formulas, you can automate expense calculations and create summaries effortlessly.

Step 1. Set Up Your Spreadsheet

Open Google Sheets and create a new spreadsheet. Label the first tab “Credit Card Expense Tracker.” This will be your main tracking sheet.

Step 2. Create Column Headers

In the first row, add the following headers to keep things organized:

• Date
• Employee Name
• Department
• Category
• Description of Purchase
• Merchant
• Amount
• Payment Method
• Reimbusable (Yes/No)
• Remarks

You can adjust these based on your business needs.

Step 3. Format the Columns

Select the Date column and format it as a date: Format > Number > Date.

Format the Amount column as currency: Format > Number > Currency.

Step 4. Use Dropdown for Consistency

Use dropdowns for Department, Category, Reimbursable, and Payment Method to keep things consistent. To add, click Insert > Dropdown, then list the options.

Step 5. Add an Automatic Total Calculation

At the bottom of the Amount column, use the formula: =SUM(E2:E). This will automatically sum up all expenses in the column.

Step 6. Create a Summary Dashboard

To get an overview of expenses, create a new sheet (+ at the bottom) and label it “Summary.” Use the following formulas to track total spending:

Total Expenses: =SUM(Expense Tracker!E2:E)

Expenses by Employee: =QUERY(COMPILATION!C:G, “SELECT C, SUM(G) GROUP BY C”, 3)

Step 7. Share and Protect the Sheet

Since multiple employees might be entering expenses, go to File > Share and set permissions. You can allow employees to edit only specific columns while keeping formulas locked by protecting the sheet (Data > Protect Sheets and Ranges).

Get the Free Employee Credit Card Expense Tracker

Get a copy of the free Employee Credit Card Expense Tracker. I’ve populated some cells as examples, but you can customize them as needed.

Final Thoughts

Google Sheets offers a straightforward and customizable solution that anyone can use. With a few formulas and simple formatting, you can create a transparent and organized way to keep track of your company’s spending.

The best part? You can keep it updated and accessible at any time, without the need for complicated software or additional tools.

Frequently Asked Questions

Can I get notifications when employees enter expenses?

Yes! Use Tools > Notification rules to receive email alerts when changes are made.

Can I import credit card statements into Google Sheets?

Yes! Download your statement as a CSV file and upload it to Google Sheets. Then, use formulas like VLOOKUP or QUERY to match data with your expense tracker.

Is there a way to automatically calculate tax or tip?

Yes, you can create additional columns for tax or tip calculations. Use formulas like =Amount*0.15 (for a 15% tip) next to the Amount column to auto-calculate.