This chapter covers the core features and capabilities of Invoice & Expense Tracker.
| File | Purpose | Sample Data |
|---|---|---|
sheets/invoice-register.csv | Every invoice: client, amount, status, aging, payment method | 20 invoices ($1,500 - $4,800) |
sheets/invoice-template.csv | Reusable invoice template with all required fields | Field-by-field template with instructions |
sheets/expense-tracker.csv | All expenses with deductibility flags and receipt tracking | 41 expenses across 11 categories |
sheets/tax-deductible-summary.csv | Quarterly deduction totals by category | Q1-Q2 summary with YTD totals |
sheets/quarterly-tax-prep.csv | Full quarterly tax calculation: SE tax + federal + state | 4-quarter worksheet with worked math |
| File | Purpose |
|---|---|
templates/invoice-markdown-template.md | Professional invoice template — copy and customize |
templates/payment-reminder-emails.md | 3 escalating payment reminder emails (friendly → firm → final) |
| File | Purpose |
|---|---|
formulas/FORMULAS.md | 15 Google Sheets formulas: invoice aging, deductible totals, tax estimates |
| File | Purpose |
|---|---|
docs/SETUP.md | Step-by-step Google Sheets import and configuration |
docs/tax-categories-reference.md | Complete deduction reference: what's deductible, percentages, documentation |
docs/CUSTOMIZATION.md | Adapt for your currency, tax jurisdiction, and business type |
Follow this guide to get Invoice & Expense Tracker up and running in your environment.
1. Download and unzip the product files
2. Create a Google Sheets workbook with 5 tabs
3. Import each CSV as a separate sheet
4. Add formulas from formulas/FORMULAS.md
5. Replace sample data with your actual invoices and expenses
6. Save the invoice template for generating new invoices
7. Bookmark the payment reminder templates for overdue invoices
Q: Do I need to collect sales tax / VAT?
A: Depends on your jurisdiction and what you sell. Most US freelancers selling services don't collect sales tax. Non-US freelancers may need VAT. See docs/CUSTOMIZATION.md for setup instructions.
Q: How do I handle partial deductions (like meals at 50%)?
A: The expense tracker has a "Deduction %" column. Enter 50 for meals, your business use % for internet/phone. The formula auto-calculates the deductible portion.
Q: Can I use this with accounting software?
A: Yes. This tracker complements (not replaces) accounting software. Export the spreadsheet as CSV and import into QuickBooks, FreshBooks, or Wave for formal bookkeeping.
Q: How do I generate PDF invoices?
A: Use the templates/invoice-markdown-template.md — fill in the fields, then export to PDF from Google Docs, or use a markdown-to-PDF tool.
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