Web Developer Bookkeeping and Invoice Tracker

About this template

This bookkeeping spreadsheet is set up for a web developer or small agency, with builds, maintenance plans and resold hosting each on their own line. It is for freelance developers who want to see whether recurring care plans actually cover the servers behind them, with invoices and a tax estimate in the same file.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Income and expense lines for web work

A generic template opens on product sales and service income. Here the developer accounts describe the work, and both lists are dropdowns so the year stays consistent.

• Income: Build projects, Maintenance plans, Hosting resold, and Support and changes
• Expenses: Hosting and infrastructure, Software and subscriptions, Contractors, Domains and licenses, and more

Hosting on both sides

Hosting is a cost and a revenue line at the same time. A care plan billed monthly against servers paid monthly is a margin many developers never see, because the two numbers live in different places. With Hosting resold and Hosting and infrastructure side by side, the ledger works as a hosting tracker and care plan tracker in one.

Invoices, mileage and tax

• Invoices: an invoice tracker for invoices raised, sent, paid and overdue
• Mileage: each trip given a reason from a dropdown, such as client site, workshop, conference or coworking, with the year totaled
• Estimated Tax: an amount set aside as you go

The rest of the ledger

• Income and Expenses: 500 rows each
• Monthly and Quarterly: the totals tax is filed on
• Profit and Loss: built from the same two lists
• Clients: 10 client records with what each has been worth
• Balances and Dashboard: what the business holds, and the whole picture
• Start Here and Setup: setup in a few minutes

A bookkeeping spreadsheet, not an accountant. Tax rates and what you can claim are yours to set and yours to check.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you copy, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• Two Excel files: a worked year with 380 income entries and 358 expense entries kept at a 39.8% margin, and a blank copy
• The instruction guide, which has one-click links to the Google Sheets versions
• The terms of use as a PDF

Your files are ready the moment payment clears. The spreadsheet is for personal and business use on your own devices, so please do not share or resell the files. Questions? Reach us through our contact page.

Frequently asked questions

Do I need Excel, or can I use Google Sheets?

Either. The download has Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

Can I see if my hosting and care plans make money?

Yes. Hosting resold and Maintenance plans are income lines, and Hosting and infrastructure is an expense line, so you can compare what you charge with what you pay.

Does it track unpaid invoices?

Yes. The Invoices tab follows each invoice as raised, sent, paid or overdue.

Will it calculate my tax?

It sets aside an estimated tax amount as you go. It is a bookkeeping spreadsheet, not an accountant, so tax rates and what you can claim are yours to set and check.

How many entries does it hold?

500 income rows and 500 expense rows, plus 10 client records.