Productivity Tools

3 Free Tools to Track Your Business Expenses

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Author: Michael @ The RTC Team

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3 Free Tools to Easily Track Your Business Expenses

Managing business expenses is crucial for maintaining financial health and keeping your books clean come tax season. The good news? You don’t need to shell out for pricey software. Here are three robust, no-cost tools that can help streamline your tracking process:

1. LibreOffice Calc

LibreOffice Calc is a powerful, open-source spreadsheet tool that mirrors Microsoft Excel in many ways—and it’s completely free. Whether you're handling budgets, tracking receipts, or building quarterly reports, Calc gets the job done.
LibreOffice Calc screenshot showing spreadsheet functionality
Key Benefits:
  • Completely free & open-source: No licensing fees or subscriptions.
  • Highly customizable: Build the exact templates and formulas you need.
  • Offline-friendly: No internet? No problem. No accounts needed.
LibreOffice has many other features, too - docs, presentations, etc. Fun fact: Switzerland🇨🇭 (land of mountains, watches, chocolate, and cheese) is officially embracing open-source software like LibreOffice across its government agencies. The Swiss Federal Supreme Court and other branches have already switched, and new laws are in place requiring government-developed software to be open-source. A solid nod to transparency and independence from proprietary systems.

2. Google Sheets

Google Sheets is a versatile, cloud-based spreadsheet application that facilitates real-time collaboration and accessibility across devices. It's particularly useful for teams needing shared access to budgets and financial reports. Highlights:
  • Accessibility: Edit from anywhere—phone, tablet, or browser.
  • Collaboration: Real-time editing by multiple users.
  • Integration: Works smoothly with Google Forms, Docs, and Data Studio.
Use Case: Great for teams or small businesses who want an easy way to track, edit, and visualize expenses together. Whether you're running a remote team or just want instant access to your numbers, Sheets keeps everything in sync. For a detailed walkthrough on setting up an expense tracker: How to Create an Expense Tracker in Google Sheets

3. Obsidian

Obsidian Interface Obsidian isn’t your typical spreadsheet—it’s a Markdown-based knowledge base tool that can be customized into a smart expense log. If you like working with notes, tags, and connections, this might be your ideal approach. Highlights:
  • Plain text + local storage: Everything lives in your folder.
  • Custom structure: Make templates that fit your brain.
  • Plugin ecosystem: Add-ons like "Ledger" turn Obsidian into a mini finance manager.
Use Case: Best for freelancers, solopreneurs, or deep thinkers who already use Obsidian and want their expenses to live in the same system as their project notes, journal, or CRM. You can even link expenses to clients or jobs using backlinks. Curious what this looks like? Here's a short video: Track and Plan your Personal Finance in Obsidian

Disclaimer: The information provided in this article is for general informational purposes only and should not be considered as professional advice. Always consult with a qualified tax professional regarding your specific circumstances.

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