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How to Track Business Expenses from Bank Statements

Tracking business expenses doesn't require expensive software. Your bank statement contains all the information you need — you just need it in a format you can work with. Here's how to turn a PDF statement into a complete expense tracker.

Step 1: Convert Your Statement

Use csvbank.com to convert your business bank statement PDF to CSV. The converter automatically assigns categories to each transaction — groceries, dining, transport, utilities, and more.

Step 2: Open in Excel or Google Sheets

Import your CSV into Excel or Google Sheets. Each transaction appears on its own row with a category already assigned. Review the categories and correct any that are wrong — common accounting categories include Office Supplies, Travel, Meals & Entertainment, and Utilities.

Step 3: Add Business vs Personal Column

Add a column called "Type" and mark each transaction as Business or Personal. Use Excel's filter to work through quickly — most business bank accounts will be predominantly business transactions.

Step 4: Summarise by Category

Use a PivotTable or SUMIF formulas to total spending by category for the period. This gives you your expense breakdown for reporting or tax purposes.

Common Business Expense Categories

• Office supplies and equipment
• Software and subscriptions (streaming listed as Streaming in CSV Bank)
• Travel and transport
• Meals and entertainment (Dining category)
• Utilities — phone, internet, electricity
• Professional services — accountant, legal fees
• Rent and mortgage interest

Doing This Monthly

The most effective approach is to do this at the end of each month rather than at year end. It takes 15 minutes per month and means you always have an up-to-date picture of your business finances.