Excel Tutorial: How To Make Excel Sheet For Daily Expenses


Tracking daily expenses is crucial for maintaining a healthy financial life. It helps individuals to understand their spending habits, identify areas for potential savings and stay within budget. An Excel sheet for daily expenses serves as a useful tool to organize and analyze spending in a clear and systematic manner.

Key Takeaways

  • Tracking daily expenses is essential for maintaining a healthy financial life.
  • An Excel sheet for daily expenses helps individuals understand their spending habits and identify potential areas for savings.
  • Creating a simple formula for calculations in the Excel sheet can streamline expense tracking and budgeting.
  • Utilizing formatting features and adding charts can enhance the visual representation of expense data.
  • Incorporating additional features like data validation, filters, and pivot tables can improve efficiency in expense analysis.

Setting up the Excel sheet

For managing daily expenses effectively, it is important to create a well-organized Excel sheet. Below are the steps to set up the Excel sheet for daily expenses:

A. Opening a new Excel workbook

To begin, open Microsoft Excel on your computer and start a new workbook. This will give you a blank canvas to work with for creating your daily expenses sheet.

B. Naming the sheet and setting up the basic structure

Once the new workbook is open, you can name the sheet by double-clicking on the default "Sheet1" tab at the bottom of the screen and entering a name such as "Daily Expenses". After naming the sheet, set up the basic structure by formatting the cells, adjusting column widths, and deciding on the overall layout of the sheet.

C. Inserting columns for date, category, expenses, and notes

Next, insert columns for the essential details of your daily expenses. Begin by creating a "Date" column to record the date of each expense. Then, add a "Category" column to specify the type of expense (e.g. groceries, transportation, utilities). After that, include an "Expenses" column to input the amount spent for each expense. Additionally, add a "Notes" column to include any additional information or comments about the expense.

Creating a simple formula for calculations

When creating an Excel sheet for daily expenses, it's crucial to set up formulas that can efficiently calculate and analyze your spending. Here are the key steps to creating simple formulas for calculations:

A. Using the SUM function to calculate total expenses for each category

  • First, organize your expenses into categories, such as groceries, utilities, transportation, etc.
  • Next, select the cell where you want the total expenses for a specific category to appear.
  • Use the formula " =SUM(" and then select the range of cells containing expenses for that category, closing the formula with ")."
  • For example, if your groceries expenses are in cells B2 to B10, the formula would be "=SUM(B2:B10)".

B. Setting up a formula to calculate daily total expenses

  • To calculate your daily total expenses, select the cell where you want the total to appear.
  • Use the formula "=SUM(" and select the range of cells containing daily expenses, closing the formula with ")."
  • For instance, if your daily expenses are recorded in cells C2 to C32, the formula would be "=SUM(C2:C32)".

C. Utilizing the IF function to highlight overspending

  • The IF function can be used to set a condition for highlighting overspending on a particular day or category.
  • For example, you can use the formula "=IF(C2>100, "Overspending", "Within budget")" to display "Overspending" if the daily expenses in cell C2 exceed $100, and "Within budget" if they don't.

Utilizing formatting features

When creating an Excel sheet for daily expenses, it's important to utilize formatting features to make the sheet visually appealing and easy to understand. Here are a few key formatting features to consider:

A. Applying conditional formatting to visually represent different expense levels

Conditional formatting allows you to apply different formatting styles based on specific conditions. This can be useful for visually representing different expense levels in your sheet. For example, you can use conditional formatting to highlight high expenses in red and low expenses in green, making it easier to identify spending patterns at a glance.

B. Using custom number formatting for currency

It's important to format your expense numbers as currency to make them easier to read and understand. You can use custom number formatting to display currency symbols and decimals as per your preference. This will make it easier for you to track your expenses and understand the exact amount spent in each category.

C. Organizing the sheet for clarity and ease of use

Organizing your expense sheet in a clear and easy-to-use manner is essential for efficient tracking. Consider using features such as bold headers, borders, and gridlines to separate different sections of the sheet. Additionally, you can use color-coding to differentiate between different types of expenses or income. This will make it easier to navigate the sheet and find the information you need quickly.

Adding charts for visual representation

Visual representation of data can be a powerful tool for understanding and communicating information. In the context of daily expenses, adding charts to your Excel sheet can help you identify spending patterns and make informed decisions about your finances. In this section, we will discuss how to create pie and line charts, as well as how to customize them for a professional and clear presentation.

Creating a pie chart to show the proportion of expenses by category

A pie chart is a great way to visualize the distribution of your daily expenses by category. To create a pie chart in Excel, follow these steps:

  • Select your data: Highlight the cells containing the categories and their corresponding expenses.
  • Insert the chart: Go to the "Insert" tab and select "Pie Chart" from the Chart options.
  • Customize the chart: You can further customize your pie chart by adding a title, labels, and formatting the colors to make it visually appealing.

Generating a line chart to display the trend of daily expenses over time

A line chart can help you track the trend of your daily expenses over time, allowing you to see fluctuations and identify any patterns. Here's how you can create a line chart in Excel:

  • Organize your data: Arrange your expenses and dates in two columns, with the dates in chronological order.
  • Insert the chart: Select the data and go to the "Insert" tab, then choose "Line Chart" from the Chart options.
  • Customize the chart: Customize the line chart by adding axis labels, a title, and formatting options to enhance its clarity.

Customizing the charts for a professional and clear presentation

Once you have created your charts, it's important to ensure that they are presented in a clear and professional manner. Here are a few tips for customizing your charts:

  • Title and labels: Add descriptive titles and labels to your charts to make them easier to understand.
  • Color and style: Choose colors and styles that are visually appealing and consistent with your overall Excel sheet design.
  • Formatting options: Use formatting options such as gridlines, legends, and data labels to improve the clarity of your charts.

Incorporating additional features for efficiency

When it comes to managing daily expenses, Excel offers a plethora of additional features that can greatly enhance efficiency and accuracy. Here are some of the most useful features to consider incorporating into your daily expense Excel sheet:

A. Setting up data validation for accurate input

  • Data validation: By setting up data validation rules, you can ensure that only specific types of data, such as numbers or dates, are entered into the expense sheet. This helps minimize errors and inconsistencies in the data.
  • Drop-down lists: Data validation can also be used to create drop-down lists for categories or vendors, making it easier to standardize the input and avoid misspellings or variations in naming conventions.

B. Using filters to easily analyze expenses by category or date

  • Filtering data: Excel's filtering feature allows you to quickly view and analyze expenses based on specific criteria, such as category or date range. This can be useful for identifying spending patterns and trends.
  • AutoFilter: AutoFilter enables you to set up quick filters on your expense data, making it simple to focus on a particular category or time period without having to manually sift through the entire sheet.

C. Utilizing pivot tables for in-depth expense analysis

  • Pivot tables: Pivot tables are a powerful tool for summarizing and analyzing large amounts of data, such as expenses. They allow you to easily create customizable reports and visualizations to gain insights into your spending habits.
  • Drilling down: Pivot tables enable you to drill down into the details of your expenses, breaking them down by category, vendor, or any other relevant factor to gain a deeper understanding of your financial habits.


In conclusion, creating an Excel sheet for daily expenses is a simple and effective way to track your spending. By following the key steps outlined in this tutorial, you can easily set up a personalized expense tracking system. The benefits of using Excel for expense tracking include accuracy, customization, and the ability to visualize your spending patterns. I encourage all readers to apply this tutorial and take the first step in gaining control over their daily expenses.

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