FREELANCE BOOKKEEPING TRACKER ================================ From SoloStack — solostack.madethis.app Free download. No email required. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ HOW TO USE THIS TEMPLATE ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Copy each table into Google Sheets, Excel, or Apple Numbers. Fill in your real data each month. Review totals at month-end. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ TABLE 1: MONTHLY INCOME LOG ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Month: ________________ Year: ________ | Client Name | Invoice # | Amount | Date Sent | Date Paid | Method | Notes | |-----------------|-----------|----------|------------|------------|-------------|------------------| | [Client A] | INV-001 | $2,500 | 01/05 | 01/12 | Stripe | | | [Client B] | INV-002 | $1,200 | 01/10 | 01/18 | ACH | | | [Client C] | INV-003 | $850 | 01/15 | PENDING | PayPal | Follow up 01/30 | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | MONTHLY INCOME TOTAL: $________________ Outstanding (unpaid) invoices: $________________ Count of overdue 30+ days: ______ ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ TABLE 2: MONTHLY EXPENSE LOG ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Month: ________________ Year: ________ | Date | Vendor | Amount | Category | Business Purpose | Receipt? | |--------|---------------------|--------|---------------------|------------------------------|----------| | 01/02 | Adobe Creative Cloud| $59.99 | Software/Subs | Design work | Y | | 01/05 | Google Workspace | $12.00 | Software/Subs | Email / docs | Y | | 01/08 | Internet (Comcast) | $65.00 | Internet & Phone | 80% business use | Y | | 01/10 | Udemy course | $19.99 | Prof Development | Copywriting skills | Y | | 01/15 | Home office % | $180 | Home Office | 15% of $1,200 rent | Y | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | MONTHLY EXPENSE TOTAL: $________________ ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ TABLE 3: MONTHLY P&L SUMMARY ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Month: ________________ Year: ________ Gross Income (total from Table 1): $________________ Total Expenses (total from Table 2): -$________________ ───────────────── NET PROFIT: $________________ Tax Reserve (Net Profit × 28%): $________________ → Transfer this to your tax savings account Year-to-Date Gross Income: $________________ Year-to-Date Total Expenses: $________________ Year-to-Date Net Profit: $________________ Year-to-Date Tax Reserve: $________________ vs. Last Month: UP / FLAT / DOWN $________________ vs. Same Month Last Year: UP / FLAT / DOWN $________________ ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ ANNUAL SUMMARY — FORMULA GUIDE ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ In Google Sheets/Excel, use these formulas to auto-total your year: Annual Gross Income: =SUM(Jan_Income, Feb_Income, Mar_Income ... Dec_Income) Annual Total Expenses: =SUM(Jan_Expenses, Feb_Expenses ... Dec_Expenses) Annual Net Profit: =Annual_Gross - Annual_Expenses Estimated Annual Tax: =Annual_Net_Profit * 0.28 Category Breakdown (run for each category): =SUMIF(Category_Column, "Home Office", Amount_Column) =SUMIF(Category_Column, "Software/Subs", Amount_Column) ... repeat for all 12 categories ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ THE 12 EXPENSE CATEGORIES (reference) ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 01. Home Office — Square footage of workspace ÷ total home sq footage × home expenses — Examples: rent, mortgage interest, utilities, renter's insurance 02. Equipment — Business-use % of cost — Examples: laptop, monitor, desk, chair, keyboard, phone, headset 03. Software & Subscriptions — Full cost if 100% business; pro-rate if mixed use — Examples: Adobe, Figma, Notion, Zoom, Slack, Dropbox, Loom 04. Internet & Phone — Business-use % (typically 50–100%) — Examples: monthly broadband bill, cell phone plan 05. Professional Development — Courses, books, conferences that maintain/improve current skills — Examples: Udemy, Coursera, Masterclass, industry books, workshops 06. Marketing & Advertising — 100% deductible if for business promotion — Examples: website hosting, domain, ads (Meta, Google), business cards 07. Professional Services — Fees paid to other professionals for your business — Examples: CPA fees, lawyer fees, consultant fees, bookkeeper fees 08. Health Insurance — 100% deductible if self-employed and not eligible for employer plan — Includes medical, dental, vision for you and family (above-the-line) 09. Retirement Contributions — SEP IRA: up to 25% of net self-employment income — Solo 401(k): employee + employer contributions, higher limits 10. Business Travel — Client work only; commuting is NOT deductible — Examples: flights, hotels, car rental, meals (50%) during travel 11. Meals — 50% deductible when discussing business with a client or prospect — Must have a clear business purpose; document attendees and topic 12. Contract Labor — Payments to subcontractors, VAs, other freelancers — Issue 1099-NEC to anyone paid $600+ in the calendar year ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ GET THE FULL TEMPLATE LIBRARY ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ SoloStack members get 50+ done-for-you business templates: invoices, proposals, SOPs, contracts, social calendars, and more. New pack added every month. $19/month — solostack.madethis.app/products