Free spreadsheet for taxes
Keep one simple record all year of the money that matters at tax time: income from work and side jobs, business costs, and household records like medical bills, donations and childcare. Each entry gets a category and a receipt status, and the Summary tab totals every category by quarter, ready to hand to whoever does your taxes. The categories are yours to change. The sheet organizes your records; your tax preparer decides what counts.
Pro Want a set-aside plan, a receipts chase list and a document checklist too? See Tax Organizer Pro →| Recordsrowsandcells.com | ||||||||
| Income and expenses by category, ready for tax time.Free template | ||||||||
| Date | Description | Category | Type | Part | Amount | Receipt | Quarter | |
|---|---|---|---|---|---|---|---|---|
| Jan 8, 2026 | Payout from Etsy, December sales | Platform payouts | Income | Business | $842.15 | Saved | Q1 | |
| Jan 15, 2026 | Canva Pro, yearly plan | Software and subscriptions | Expense | Business | $119.99 | Saved | Q1 | |
| Jan 20, 2026 | Dr. Patel, checkup copay | Medical and dental | Expense | Household | $40.00 | Saved | Q1 | |
| Mar 14, 2026 | Cash job, mural for Pine Cafe | Client and sales income | Income | Business | $400.00 | Saved | Q1 | |
| Feb 3, 2026 | Invoice 104, Lakeside Bakery logo | Client and sales income | Income | Business | $950.00 | Saved | Q1 | |
| Feb 14, 2026 | Little Oaks Daycare, February | Childcare | Expense | Household | $680.00 | Saved | Q1 | |
| Feb 22, 2026 | Printer ink and shipping boxes | Supplies | Expense | Business | $64.37 | Missing | Q1 | |
| Mar 9, 2026 | Red Cross donation | Charitable donations | Expense | Household | $100.00 | Saved | Q1 | |
| Mar 28, 2026 | Verizon, work share of phone | Phone and internet | Expense | Business | $42.00 | Saved | Q1 | |
| Apr 2, 2026 | Invoice 109, Green Leaf Dental site | Client and sales income | Income | Business | $1,800.00 | Saved | Q2 | |
| Apr 11, 2026 | Facebook ads, spring promo | Advertising and marketing | Expense | Business | $150.00 | Saved | Q2 | |
| Apr 30, 2026 | County property tax, first half | Home and property | Expense | Household | $1,240.00 | Saved | Q2 | |
| May 6, 2026 | Payout from Etsy, April sales | Platform payouts | Income | Business | $615.40 | Saved | Q2 | |
| May 19, 2026 | Laptop for design work | Equipment | Expense | Business | $1,299.00 | Saved | Q2 | |
| Jun 12, 2026 | Hotel for client workshop | Vehicle and travel | Expense | Business | $218.60 | Missing | Q2 | |
| Jun 30, 2026 | Ally savings interest, Q2 | Interest and dividends | Income | Household | $38.12 | Not needed | Q2 | |
| Jul 8, 2026 | IRA contribution | Retirement and HSA | Expense | Household | $500.00 | Saved | Q3 | |
| Jul 21, 2026 | Invoice 115, Hill Street Yoga | Client and sales income | Income | Business | $1,250.00 | Saved | Q3 | |
| Aug 4, 2026 | Stripe fees, July | Fees and professional help | Expense | Business | $36.25 | Saved | Q3 | |
| Aug 18, 2026 | Community college course | Education | Expense | Household | $420.00 | Missing | Q3 | |
| Sep 10, 2026 | Fuel for client visits | Vehicle and travel | Expense | Business | $58.40 | Missing | Q3 | |
| Sep 25, 2026 | Dentist, filling | Medical and dental | Expense | Household | $185.00 | Saved | Q3 | |
| Oct 5, 2026 | Invoice 121, Ridge Coffee menu | Client and sales income | Income | Business | $720.00 | Saved | Q4 | |
| Oct 12, 2026 | Home office share of electric bill | Home office | Expense | Business | $31.50 | Missing | Q4 | |
| Summaryrowsandcells.com | ||||||||
| Type in the cream cells. Shaded cells are formulas and fill in on their own.Free template | ||||||||
| Category | Type | Q1 (Jan-Mar) | Q2 (Apr-Jun) | Q3 (Jul-Sep) | Q4 (Oct-Dec) | Year total | Missing receipts | |
|---|---|---|---|---|---|---|---|---|
| Client and sales income | Income | $1,350.00 | $1,800.00 | $1,250.00 | $720.00 | $5,120.00 | $0.00 | |
| Platform payouts | Income | $842.15 | $615.40 | $0.00 | $0.00 | $1,457.55 | $0.00 | |
| Wages | Income | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Interest and dividends | Income | $0.00 | $38.12 | $0.00 | $0.00 | $38.12 | $0.00 | |
| Other income | Income | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | |
| Advertising and marketing | Expense | $0.00 | $150.00 | $0.00 | $0.00 | $150.00 | $0.00 | |
| Software and subscriptions | Expense | $119.99 | $0.00 | $0.00 | $0.00 | $119.99 | $0.00 | |
| Supplies | Expense | $64.37 | $0.00 | $0.00 | $0.00 | $64.37 | $64.37 | |
| Equipment | Expense | $0.00 | $1,299.00 | $0.00 | $0.00 | $1,299.00 | $0.00 | |
| Phone and internet | Expense | $42.00 | $0.00 | $0.00 | $0.00 | $42.00 | $0.00 | |
| Vehicle and travel | Expense | $0.00 | $218.60 | $58.40 | $0.00 | $277.00 | $277.00 | |
| Fees and professional help | Expense | $0.00 | $0.00 | $36.25 | $0.00 | $36.25 | $0.00 | |
| Home office | Expense | $0.00 | $0.00 | $0.00 | $31.50 | $31.50 | $31.50 | |
| Medical and dental | Expense | $40.00 | $0.00 | $185.00 | $0.00 | $225.00 | $0.00 | |
| Charitable donations | Expense | $100.00 | $0.00 | $0.00 | $0.00 | $100.00 | $0.00 | |
| Childcare | Expense | $680.00 | $0.00 | $0.00 | $0.00 | $680.00 | $0.00 | |
| Education | Expense | $0.00 | $0.00 | $420.00 | $0.00 | $420.00 | $420.00 | |
| Home and property | Expense | $0.00 | $1,240.00 | $0.00 | $0.00 | $1,240.00 | $0.00 | |
| Retirement and HSA | Expense | $0.00 | $0.00 | $500.00 | $0.00 | $500.00 | $0.00 | |
| Total income | Income | $2,192.15 | $2,453.52 | $1,250.00 | $720.00 | $6,615.67 | $0.00 | |
| Total expenses | Expense | $1,046.36 | $2,907.60 | $1,199.65 | $31.50 | $5,185.11 | $792.87 | |
| Check: not in the list | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | $0.00 | ||
| Categoriesrowsandcells.com | ||||||
| Type in the cream cells. Shaded cells are formulas and fill in on their own.Free template | ||||||
| Category | Type | Part | What goes here | Year to date | Missing receipts | |
|---|---|---|---|---|---|---|
| Client and sales income | Income | Business | Invoices paid, sales, tips, cash jobs | $5,120.00 | 0 | |
| Platform payouts | Income | Business | Etsy, Uber, Upwork and similar payouts (often on a 1099-K) | $1,457.55 | 0 | |
| Wages | Income | Household | Paychecks from an employer (W-2) | $0.00 | 0 | |
| Interest and dividends | Income | Household | Bank interest, dividends, savings bonds | $38.12 | 0 | |
| Other income | Income | Household | Rent, prizes, anything else you received | $0.00 | 0 | |
| Advertising and marketing | Expense | Business | Ads, website, business cards | $150.00 | 0 | |
| Software and subscriptions | Expense | Business | Apps, cloud storage, design tools | $119.99 | 0 | |
| Supplies | Expense | Business | Materials, printer ink, postage | $64.37 | 1 | |
| Equipment | Expense | Business | Computers, cameras, tools (ask your preparer how to handle these) | $1,299.00 | 0 | |
| Phone and internet | Expense | Business | Enter only the share used for work | $42.00 | 0 | |
| Vehicle and travel | Expense | Business | Fuel, parking, flights, hotels for work trips | $277.00 | 2 | |
| Fees and professional help | Expense | Business | Payment fees, bookkeeper, tax preparer | $36.25 | 0 | |
| Home office | Expense | Business | Rent or utility share for a work space | $31.50 | 1 | |
| Medical and dental | Expense | Household | Doctor, dentist, prescriptions, glasses | $225.00 | 0 | |
| Charitable donations | Expense | Household | Gifts to charities, with receipts | $100.00 | 0 | |
| Childcare | Expense | Household | Daycare, after-school care, day camps | $680.00 | 0 | |
| Education | Expense | Household | Tuition, student loan interest statements | $420.00 | 1 | |
| Home and property | Expense | Household | Property tax, mortgage interest statement | $1,240.00 | 0 | |
| Retirement and HSA | Expense | Household | IRA, HSA and similar contributions | $500.00 | 0 | |
What's inside
- One Records tab for the whole year: date, description, category, amount and receipt status
- Income and expense categories for self-employed work and the household, all on a Categories tab you can edit
- Type and Part (Business or Household) filled in from the category, so you only type the category
- A Summary tab with every category totaled by quarter and for the year, ready to hand to your tax preparer
- Receipt status on every entry, with a Missing receipts total per category so you know what to chase
- A check row that catches entries with a category that is not on your list
- Works in Google Sheets and Excel
How to use it
Download your copy
Click "Free download" to save the .xlsx file. It opens in Excel, or in Google Sheets: open a blank sheet (sheets.new) and choose File, then Import, then Upload.
Set up your categories
Open the Categories tab. Rename, delete or add categories so they match your life and work. Ask your tax preparer which records they want from you, and make a category for each.
Clear the sample records
Delete the sample rows on the Records tab, but keep the formulas in Type, Part and Quarter. Copy them down as you add rows.
Log as you go
Add each payment you receive and each cost you want on record: date, a short description, the category (typed exactly as on the Categories tab) and the amount.
Mark the receipt
Type Saved when the receipt or statement is filed somewhere safe, Missing when you still need to find it, or Not needed for things like paychecks.
Check the Summary each quarter
The Summary tab totals every category by quarter. The Check row should be $0.00; if it is not, an entry has a category that is not on your list (it shows Not in list on Records).
Hand it over at tax time
Share or print the Summary tab with your receipts. Your preparer decides what applies to your return.
Tips
Ten minutes a month
Sit down once a month with your bank and card statements and log what matters. It is far easier than rebuilding a year in March.
Name receipt files the same way
Save receipts in one folder named like 2026-05-19 Laptop 1299. Matching the date and amount to this sheet makes any question easy to answer.
Mixed use costs
For your phone, internet or car, enter only the share used for work and note how you worked it out. Ask your preparer what method they want you to use.
Keep business money separate
If you freelance or sell on the side, a separate account or card for that work makes this log much quicker to fill in.
Keep the statements too
Forms like W-2s, 1099s and year-end mortgage or loan statements arrive in January and February. Log them, and keep the originals with your receipts.
Questions
How do I make a spreadsheet for taxes?
Give each income payment and each cost its own row with the date, a description, a category and the amount, plus whether you have the receipt. Then total each category by quarter and for the year. This template does the totals for you.
What should I track in a spreadsheet for taxes?
Most people track income from all sources, business costs if they are self-employed, and household records their preparer often asks about, such as medical bills, donations, childcare and property tax. Ask your tax preparer what applies to you and adjust the categories.
Does this spreadsheet tell me what I can deduct?
No. It organizes your records and totals them. What you can claim depends on your situation and the current rules, so check with a tax professional before you file.
Can I use this if I am self-employed?
Yes. Mark categories as Business or Household on the Categories tab, and the Summary keeps both together. Quarterly totals also help if you or your preparer work out estimated payments.
What if I am missing a receipt?
Mark it Missing so it shows in the Missing receipts column, then look for a bank statement, an emailed receipt or a copy from the seller. Ask your preparer how they want missing receipts handled.
Is this spreadsheet for taxes free?
Yes. Download the .xlsx file and open it in Excel or Google Sheets. No sign-up.
Pro version
Tax Organizer Pro
Keep a year of tax records in one place: income, costs, receipts, money set aside and the documents your tax preparer will ask for.
Type four things, get the rest
Date, description, category and amount. Whether it's income or a cost, business or household, and the share of a mixed bill all fill in from your Setup.
Categories that fit your life
Rename, add or remove categories and mark each one Business or Household. Name them the way your tax preparer asks and every total follows.
Money set aside each quarter
Pick your own percentage of business net. Set Aside shows what to put away each quarter, what you actually moved, and the gap, with your own dates and a status for each.
No missing receipts at tax time
Every line marked Missing is listed with its age, and older ones are flagged, so you can chase them while the seller still has a copy.
A document checklist
A starter list of the forms people collect in January and February (W-2s, 1099s, 1098s, donation receipts and more), with expected dates and Received, Late and Coming up flags.
A summary ready to hand over
Every category by quarter and for the year, with entries, missing receipt amounts and business net. Print it or share it with your tax preparer, who decides what applies to your return.
| Free | Pro |
|---|---|
| Income and expense log by category | Log with dropdowns, receipt status and a share for mixed bills |
| Categories you can edit | Categories with Business or Household and a default share, all on Setup |
| Summary by quarter | Summary by quarter with entries, missing receipts and business net |
| Missing receipts total | Missing receipts list with ages and a flag after your limit |
| · | Quarterly set-aside at your own percentage, with what you moved and sent |
| · | Document checklist with expected dates and status flags |
| · | Dashboard with a period picker, cards, top costs, a to-do list and charts |
| · | Checks for lines with no receipt status or a category not on your list |
$19 one-time
8 tabs: Start Here, Dashboard, Records, Summary, Set Aside, Receipts, Documents and Setup. You get two copies: one filled in with a sample freelance designer's household so you can see it working, and a blank one with starter categories and documents. It organizes your records; it isn't tax advice, so check what applies to you with a tax professional.
Buy now- Instant download after checkout
- Works in Google Sheets and Excel
- Yours to keep and reuse every year