Expense Tracker
Record every business expense by category — and see your real profit on the dashboard.
Add expense
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What is a business expense tracker?
An expense tracker is the digital form of the kharcha register many shops keep at the counter: a dated list of what the business spends on rent, salaries, electricity, transport, repairs, marketing and purchases. Each entry notes the date, category, amount, how it was paid and what it was for. Totalled by month and category, the register shows your running costs at a glance and gives you most of the figures for the operating expenses section of your profit and loss account.
Expenses are where small-business profit quietly leaks. Cash paid to a plumber, a UPI transfer for diesel or a tea-and-snacks bill rarely reaches the books unless someone writes it down the same day. A monthly expense register lets you compare months, spot a bill that keeps creeping up, and hand your accountant one file instead of a bag of receipts. Keep the original bills and GST invoices as well, because your CA needs them to support the entries and to claim input tax credit where it is allowed.
Recording the payment mode pays off later. When each entry says cash, UPI, card or bank transfer, matching expenses against your bank statement and cash book takes minutes, and you can see how much of your spending still goes out in cash. That matters at tax time too: income tax rules generally disallow a business deduction for a cash payment above ₹10,000 to one person in a day, so large bills are better paid by UPI or bank transfer.
Features of the expense tracker
Eight ready categories
Rent, salaries, electricity, purchases, transport, marketing, maintenance and other cover the usual running costs of a shop or restaurant.
Month view with totals
Switch months to see every entry newest first, the month's total and a total for each category, largest first.
Payment mode on every entry
Mark each expense as cash, UPI, card or bank transfer. The mode is included in the CSV export.
Link to suppliers
If you keep suppliers in the Setu Supplier Book, pick one on the expense so the CSV shows who you paid.
Feeds Budget vs Actual
When a Setu business workspace is set up in this browser, Budget vs Actual can fill its Actual column from these expenses by category.
Delete with confirmation
Remove a wrong entry after a confirmation step, so a stray tap doesn't wipe a record.
How to use the free expense tracker
- 1Pick the date. It starts on today, so change it when you are entering older bills.
- 2Choose a category: Rent, Salaries, Electricity, Purchases, Transport, Marketing, Maintenance or Other.
- 3Enter the amount and a short description, for example Shop rent for July.
- 4Select the payment mode, Cash, UPI, Card or Bank transfer, and the supplier if you keep suppliers in the Supplier Book.
- 5Tap Add expense, then use the month selector to see that month's entries, the month total and a total for each category.
- 6Tap Export CSV to download the selected month for Excel, Google Sheets or your accountant.
Habits that keep your expense record useful
- Enter expenses the same day, especially small cash payments that never show up on a bank statement
- Write a description someone else would understand, such as Electricity bill June, meter 2, rather than just bill
- Note the bill or invoice number in the description so each entry can be matched to its paper or PDF copy
- If your POS products carry cost prices, don't log the same resale stock under Purchases, and untick Also record as a business expense when you enter it in the Purchase Register, or the Profit Dashboard deducts it twice
- Review the category totals each month; a category that grows three months in a row deserves a closer look
- Export each month's CSV at month end and keep it with your books as a copy outside the browser
Related bookkeeping tools
Frequently asked questions
Yes — free, unlimited entries, no signup. Your expense data stays in your browser on your device.
Expenses you record here are automatically included in the Setu Profit Dashboard, so your profit is calculated from actual expenses — not estimates.
Yes — export any month as a CSV file that opens in Excel or Google Sheets.
Entries cannot be edited once added. Delete the wrong entry from the month list, confirm, and add it again with the right date, category or amount. If the mistake is in an older month, pick that month in the selector first, because the list shows one month at a time.
Yes. Change the date field before you tap Add expense, since it defaults to today. The month selector lists every month that has entries plus the current month, so the older month appears as soon as it has an entry, and its total and CSV export update with it.
Yes. It runs in your phone's browser, with the add-expense form first and the month list below it on small screens. There is no sync between devices, so expenses added on your phone will not appear on your laptop. Pick one device for the register, or export a CSV to share a month with someone else.
The expense tracker records only money going out on business costs, grouped by category so you can see what the business costs to run. A cash book records every cash receipt and payment, including sales takings and owner withdrawals, with a running balance you can tally against the cash drawer. Many shops keep both: the cash book for daily cash control and the expense tracker for cost analysis.