Need to manage your company's bookkeeping better? We've created a Bookkeeping Dashboard spreadsheet template in Excel and Google Sheets that you can use to assist your bookkeeping. Whether you're a small business that needs to manage its finances, a bookkeeping and payroll service provider, or an accountant working inside a large corporation, this bookkeeping spreadsheet provides detailed charts and graphs to easily track your income, expenses, and profit across any time period.
We'll now show you how to use the Bookkeeping Dashboard template we created to easily manage and visualize your bookkeeping data to create beautiful bookkeeping reports.
Define your fields
The Bookkeeping Dashboard template begins with the Fields tab. Enter your general report and company title, which will appear on every page of the bookkeeping template. Below that, the dropdown fields that will be referenced in the rest of the spreadsheet are defined. Enter the income source, income category, and expense category fields that your business uses. Next to the expense category, you can also define the names of the accountants or bookkeepers that will enter the data.
On the Vendors tab, define the vendor name, vendor category, vendor product, contact name and contact information of all the vendors you do business with. Based on research from the Hackett Group, the average company has 3,000 suppliers per $1 billion in spend, and major companies can easily have hundreds of thousands of suppliers. These aren't just physical goods. Another report found that the average company uses between 40 and 60 SaaS applications, while enterprise businesses could have up to 364 apps. Even companies with fewer than 50 employees use an average of 16 SaaS apps. So no matter your size, it's crucial to have a database to manage all your vendor information in one place.
Track income and expenses
Once your income, expense, and vendor categories are defined, use the Income and Expense tabs to track your income and expenses with an accounting ledger. Begin with the Income tab. Enter the date of the transaction and the description of the income. Then, select the income category from the dropdown field and choose the vendor and income source, income amount, and any tax that was collected with that entry.
Because income and expense taxes can vary by region and individual item, the tax column is an editable user input. But if your tax rate is fairly consistent, like if you do business all in the same region, then a simple calculation can be added to these columns for ease of use. The net total is then tallied based on the amount and tax due. Last, if multiple team members will enter data, select who entered the transaction in case questions arise later on down the road.
The Expenses tab works the same way. Enter the date, description, category, vendor, expense amount, tax due, and who entered the entry. If a transaction requires further explanation, then the notes column can be used to enter any details that need to be referenced later or referenced by other team members.
This spreadsheet is built to accommodate multiple years of data, so you can either make a new copy of this spreadsheet every new fiscal year or use it as a single source of truth general ledger to track multiple years' worth of transaction data in one place. Remember, if you want to utilize this Bookkeeping Dashboard to manage your company's income and expenses, you can download and customize it right now.
Visualize data for reports
Now that you've loaded all your transaction data into your income and expense tabs, go to the Dashboard tab and filter any date range for analysis. The filters also allow to select a single income category and expense category for more granular analysis. The reason this might be impactful is because this dashboard tracks transaction data by month for an indefinite period of months. Since all of the charts below are impacted by these filters, you could track how a single income or expense category changes from month to month over a period of multiple years for in-depth analysis.
The charts are first organized with a total summary of all "income versus expenses," as well as "total profit," over the given filter period. As the filter range changes, this data also changes, so make sure your selected date range is accurate to the period you want to assess.
Below that, the "total income by month" and "total expenses by month" are visualized in a line chart time series. If a specific income or expense filter is applied, these charts will only show the data for that specific category.
Then, the "cumulative income by month" and "cumulative expenses by month" are tallied across two bar charts. This helps assess at a glance how fast your income and expenses are growing.
After that, the "income versus expenses" per month are compared side by side in a bar chart and overlaid one another in an area chart to provide multiple views for how your data is displayed for reports.
Another time series tracks the "profit by month," as well as the "profit, income, and expenses by month," so critical profit, income, and expense-related trends over time can be surfaced for deeper analysis.
Last, the "category overview" section details all of the income categories as both a bar chart and a pie chart. Underneath that, all the expense categories are visualized as a bar chart and a pie chart as well.
At the bottom, an analysis table details the data for all the months and categories in the search filter so you can see the numbers at a glance. These reports are essential to track your business's financial health over time, set and maintain annual and quarterly budgets, and plan for headcount increases and other growth milestones.
If issues arise: Should you have a problem with the filters or need to edit them, unhide the Analysis tab, where all the calculations are made. These filters get their data from the hidden columns on the Income and Expenses tabs, so these columns may also need to be unhidden in case something is not working as intended or if additional features are to be added.
For example, if you plan to edit this spreadsheet and add additional filters or fields, you must update these formulas to search for said inputs.
For additional help editing this model, reach out via the "Feedback" button on the cover page of the model and include your email, and we will assist you directly.
Whether you're an entry-level bookkeeper, solo entrepreneur, or accountant working for a larger firm, you need easy-to-read charts that visualize your financial information at a glance. This Bookkeeping Dashboard spreadsheet is perfect to share with external stakeholders or power up internal analysts with the tools they need to make the best decisions for the future. To supercharge your bookkeeping, you can download and customize this bookkeeping template in Microsoft Excel or Google sheets right now.
For more like this, go check out our Annual Report (Part 4) and Quarterly Report presentation templates to supercharge the design and layout of your annual and quarterly reports as well.