📒 Free Bookkeeping Spreadsheet Template
Below is the column structure for a working bookkeeping spreadsheet: date, description, account, income, expense, and running balance. Set it up once and log every transaction as it happens.
This template gives you a single-sheet ledger that tracks every money movement in and out of your business. It uses double-entry concepts (debit/credit or income/expense) with a running balance so you always know your current position. Suitable for sole traders, freelancers, and small businesses that aren’t yet using accounting software.
Transaction Columns
| Fields | Description |
|---|---|
| Date* | The transaction date. |
| Description* | What the transaction was for. |
| Account / Category* | e.g. Sales Income, Rent, Utilities, Bank Fees. |
| Income (Credit) | Money received — enter positive amount. |
| Expense (Debit) | Money spent — enter positive amount. |
| Running Balance* | Previous balance + income − expense. |
Income Categories
| Fields | Description |
|---|---|
| Sales / Revenue* | Income from selling goods or services. |
| Other Income | Interest, refunds, grants, etc. |
Expense Categories
| Fields | Description |
|---|---|
| Cost of Goods Sold | Materials, inventory, direct labour. |
| Rent | Office, warehouse, or shop rent. |
| Utilities | Electricity, water, internet, phone. |
| Salaries & Wages | Employee pay (gross). |
| Software & Subscriptions | SaaS tools, hosting, licenses. |
| Travel & Vehicle | Fuel, tickets, accommodation. |
| Marketing & Advertising | Ads, printing, events. |
| Professional Fees | Accountant, lawyer, consultant. |
| Bank Fees & Interest | Charges and loan interest. |
| Office Supplies | Stationery, small equipment. |
Monthly Summary
| Fields | Description |
|---|---|
| Total Income* | Sum of all income entries for the month. |
| Total Expenses* | Sum of all expense entries for the month. |
| Net Profit / Loss* | Total Income − Total Expenses. |
| Opening Balance | Bank balance at the start of the month. |
| Closing Balance | Bank balance at the end of the month. |
How to use
- 1Create a new spreadsheet (Google Sheets or Excel) and set up the Transaction Columns as your headers.
- 2Add a dropdown for the Account / Category column using the Income and Expense categories above.
- 3Log every transaction the same day — bank transfers, card payments, cash, invoices issued and received.
- 4Use a formula for Running Balance: =previous_balance + income_cell − expense_cell.
- 5At month-end, create a summary row or sheet with SUM formulas for Total Income and Total Expenses.
- 6Reconcile your closing balance against your actual bank statement every month.
Or automate this
A spreadsheet works — until you miss a week, miscategorise a transaction, or forget to reconcile. Nika can categorise and log every transaction automatically from your bank feed and invoices, keeping your books current without the manual entry — from {price} per transaction.
Questions
Is a spreadsheet enough for bookkeeping?
For a sole trader with a small number of transactions, yes. Once you have employees, inventory, or VAT obligations, dedicated accounting software (or an automated service like Nika) saves time and reduces errors.
Should I use single-entry or double-entry?
This template uses a simplified single-entry format (income/expense columns), which is sufficient for most small businesses tracking cash flow. Full double-entry (debit/credit per account) is needed if you produce formal financial statements.