How to Create a Receipt Tracker in Google Sheets

Keeping track of receipts can be a real hassle, especially if you’re dealing with many of them for personal budgeting or managing business expenses. Thankfully, Google Sheets provides a flexible and accessible way to organize your receipts in a digital tracker.

Why Should You Track Your Receipts?

Tracking receipts is essential for maintaining a healthy financial state, whether for personal budgeting or managing business expenses. It gives you a detailed overview of where your money is going, helps ensure accuracy during tax time, facilitates easier returns and warranties, and aids in spotting unauthorized transactions. A diligent record can help you identify spending habits, uncover potential savings, and make informed decisions about your financial future.

Step 1: Open Google Sheets

First, go to Google Sheets. Once there, click on the “+ Blank” option to start a new spreadsheet. Then, click “Untitled Spreadsheet” to rename your spreadsheet. In this case, I’ll use “My Receipt Tracker.”

Step 2: Set Up Your Tracker’s Structure

Now, it’s time to lay the groundwork for your tracker. Create headers for your receipt information. Think about what details are important for you to track. Common headers include:

• Date
• Category (Food, Travel, Supplies, etc.)
• Item Description
• Amount
• Receipt

Then, create fields for Months and Years. To do this, click on your preferred cells for Months and click “Merge.” Do the same for Years.

Then, add a dropdown menu for both Months and Years cells. Click the cell, then Insert > Dropdowns. Add the months, such as January, February, March, etc., as the options. Do the same thing for the Years cell.

Step 3: Add Your Receipt Information

With your tracker set up, you can start adding your receipts. For every receipt you wish to track, fill in the details under the appropriate headers. Make sure to enter each receipt as a new row under your headers. This will keep your tracker organized and easy to browse.

Step 4: Add Dropdown Menu for Category

To make your tracker visually intuitive, use the dropdown menu. Click the Category cells then click Insert > Dropdown. Then, add options, such as Food, Travel, Bill and more. You can also set the colors for each option.

Step 6: Add a Calendar

Add an automated calendar to make your receipt tracker more useful. To do this, click on empty cells and click Merge.

The first step to start the automated calendar is to click on the merged cell and use the formula =DATEVALUE(1&B4&C4). Assuming that B4 is the cell for the month dropdown and C4 is for the year dropdown.

You will get numbers instead of the month and year. To change it, click Format > Numbers > Custom Date and Time then choose your preferred format.

After that, create a calendar with the days of the week and dates. You can do this by using the =SEQUENCE function.

Use =SEQUENCE(1,1,G4-WEEKDAY(G4,1)+1)

Then, drag and copy the formula to the rest of the date fields.

The next step to fully automate the calendar is by using the ARRAY function. Click on the first day of the month and input the formula:

“=ARRAY_CONSTRAIN(IFERROR(FILTER($B$8:$B$27,$A$8:$A$27=G9),),4,1)”

Assuming that the A9:A28 is your date and B9:B28 is your description then click F4 on your keyboard to lock the range.

Step 7: Add the Receipts Using FileDrop

To make your receipt tracker more comprehensive, let’s start adding the images of your receipts. To help you do that easily, install the FileDrop add-on via Google Workspace Marketplace.

Once installed, go to the spreadsheet and click Extensions > FileDrop > Start FileDrop. Then, you can see the FileDrop sidebar.

In the sidebar, you can choose where you want to get your receipts, either via Upload, Library, or Drive tab.

In the Upload tab, you can freely upload your files by clicking the Choose Files button. It will let you choose your preferred files in your computer.

The Drive tab allows you to access the files in your Google Drive easily.

In this example, I’ll use the Drive tab. To upload the receipt, click the cell where you want to put the file, go to the Drive tab, and search for the folder or file you want to use.

You can also choose whether you want an image to appear in the cell or just a link. Just go to the Settings icon beside the Drive tab and choose in the Image settings.

Get the Free Receipt Tracker Template

Get a copy of the free Receipt Tracker template. I’ve populated some cells as examples, but you can customize them as needed.

Conclusion

Creating a receipt tracker in Google Sheets is an accessible way to keep your personal or business finances in check. Following these simple steps and regularly updating your sheet can help you have a clear overview of your spending, invaluable for budgeting, tax preparation, or expense reporting.

Frequently Asked Questions

Can I sort or filter my receipt data in Google Sheets?

Yes, you can use the sort and filter features to organize your receipt data by date, amount, category, or any other column in your tracker. Just highlight the column you want to sort or filter and use the toolbar options or the ‘Data’ menu to apply your chosen function.

Can I create charts or graphs to visualize my expenses with Google Sheets?

Yes, Google Sheets offers various chart options. Select the data you want to visualize, click “Insert,” then “Chart,” and choose the type of graph or chart that best represents your data.

Can I share my receipt tracker with others?

Absolutely. Google Sheets makes it easy to share your documents. Just click on the “Share” button in the upper right corner and enter the email addresses of the people you want to share with. You can also adjust their editing permissions.