How to Create an Automated Expense Tracker in Google Sheets (Step-by-Step 2026)

Google Sheets Expense Tracker 2026

No matter if you're a student, freelancer, or small business owner, one of the best things you can do for your finances is keep track of your spendings.

And the best part? You don't need to pay for any software to do it!

This guide will show you how to make an automated expense tracker in Google Sheets step by step.

By the time you finish this guide, you'll have a tracker that you can use right away. It will automatically add up totals, show spending patterns, and even make charts, all in Google Sheets.

Why Use Google Sheets to Keep Track of Your Expenses?

• In the Cloud and Free, You don't have to pay for a subscription or install anything.
• You can edit from your phone or laptop, so it's available everywhere.
• You can add or remove categories, charts, and formulas at any time, making it fully customizable.
• Safe and Shareable, You can share your tracker with other people or team members without worry.
• Google Sheets lets you fully control your data, which is great for personal and small business use.

What You’ll Need

• A Google account.
• Basic familiarity with Google Sheets.
• About 15–20 minutes of your time.

Step 1: Set Up Your Sheet Layout

Please open Google Sheets and create a new blank spreadsheet.

Now, set up your main columns like this:

Date | Description | Category | Amount | Payment Mode | Notes

You can also create a new tab named “Categories” and list all your spending categories (Food, Travel, Rent, etc).

Step 2: Add Drop-Down Lists for Categories

To make your tracker interactive, you can create a drop-down menu for the “Category” column.

1. Select all cells in the Category column.

2. Navigate to the Data menu, then select Data validation, followed by Criteria, and finally choose List from a range.

3. Select your “Categories” list range from the second sheet.

Now you can pick categories easily from a drop-down menu.

Step 3: Add Automated Calculations

Let’s make your tracker automatically calculate totals for each category.

Create a new sheet named Summary and enter:

Category | Total Spent

Then use this formula to sum expenses by category:

=SUMIF(Sheet1!C:C, A2, Sheet1!D:D)

This formula adds all values from the Amount column (D) where the Category (C) matches the one in A2.

Step 4: Create Charts for Better Visualization

Charts help visualize where your money goes.

To create one:

1. Select your summary table.

2. Go to Insert → Chart.

3. Choose a pie chart or column chart for best results.

You’ll now see a live, auto-updating chart that changes every time you add a new expense!

Step 5: Highlight High Expenses Automatically

Use conditional formatting to highlight large expenses:

1. Select your Amount column.

2. Go to Format → Conditional Formatting.

3. Set the rule to “Greater than” and enter a value like 200.

4. Choose a red background color.

This helps you quickly identify costly transactions at a glance.

Step 6: Make It Look Professional

• Use currency formatting (USD) for the Amount column.

• Freeze the top row (View → Freeze → 1 row).

• Apply borders and background colors for better readability.

Step 7: Save & Share Your Tracker

Rename your file (e.g., “Expense Tracker 2025”).
Then go to Share → Copy link if you want to give others access or collaborate.

You can also create a new copy each year: File → Make a copy.

Bonus: Download a Free Template

If you want to skip the setup, I’ve also made a simple template you can customize.

👉 Click here to get your free Google Sheets Expense Tracker Template

FAQs

Q: Can I use this tracker on mobile?
Yes, open Google Sheets on your phone via the mobile app and it syncs automatically.

Q: Can I track income too?
Yes! Just add an Income tab and use similar formulas to track inflows.

Q: What if my totals are wrong?
Ensure your Amount column is formatted as “Number” and formulas are referencing correct columns.

In conclusion

That's all there is to it! You've learned how to make an automated expense tracker in Google Sheets.
You now have a free, powerful, and adaptable tool to help you keep track of your money at home or at work.

If you found this tutorial helpful, share it with friends or leave a comment below, and don’t forget to check out more easy tech tutorials here on Lazy Minds.