Track and Categorize Business Expenses

Pull my current Shopify app and subscription costs directly from my admin billing (app name + monthly cost for each) – that’s real, live data. Everything else below (ad spend, contractors, shipping, etc.) is self-reported, so use it to build a template I fill in manually.

Business Overview:

  Monthly revenue: [APPROXIMATE MONTHLY REVENUE]
  Business type: [DROPSHIPPING / MANUFACTURING / WHOLESALE / PRINT ON DEMAND / OTHER]
  Number of team members: [TEAM SIZE]
  Current expense tracking method: [SPREADSHEET / ACCOUNTING SOFTWARE / NONE]


Expense Categories to Track:

  Product costs (COGS): raw materials, manufacturing, wholesale purchase costs
  Shopify subscription and plan fees
  Shopify app subscriptions: pull live from admin billing (list app name + monthly cost)
  Payment processing fees (Shopify Payments, PayPal, etc.)
  Shipping and fulfillment costs (postage, packaging materials, 3PL fees)
  Advertising spend by platform (Facebook, Google, TikTok, etc.)
  Software and tools (email marketing, design tools, analytics)
  Freelancer and contractor payments
  Office and workspace costs
  Domain, hosting, and technology costs
  Returns and refund costs (return shipping, restocking)
  Insurance and legal fees
  Travel and business meals
  Education and training


Monthly Expense Dashboard:

  Total expenses by category with month-over-month comparison
  Expense-to-revenue ratio (overall and by category)
  Top 10 largest individual expenses
  Recurring vs one-time expenses breakdown
  Advertising spend as percentage of revenue (target: [TARGET PERCENTAGE]%)


Expense Reduction Analysis:

  Identify overlapping or underused app subscriptions
  Compare current shipping costs against alternative carriers
  Flag expenses that have increased more than [20]% month over month
  Suggest areas where costs could be reduced without impacting operations


Tracking Workflow:

  Recommended tool or spreadsheet template for daily expense logging
  Receipt capture and storage process
  Monthly expense review routine
  Preparation checklist for tax time


Provide a complete expense tracking template I can start using immediately.