Business Expense Tool

Enter or Import Expense Rows

This business expense tool groups your expense records and identifies rows needing review. Enter rows manually with Add row, paste a comma-separated file or choose a local UTF-8 CSV. Files stay on your device.

A CSV needs headings and columns for the expense date, supplier or description and amount. Other columns are optional at import. Missing business use or GST treatment leaves calculations unavailable until you enter them. Blank categories remain uncategorised.

Choose Read columns, map each source column once and choose Preview mapping. Check every page of mapped rows before choosing Use mapped rows. That action replaces the current review. Column mapping alone changes neither amounts nor categories.

Dates accept ISO format or day-first slash format. A file containing both gets a mixed-format warning. Impossible dates remain flagged alongside their original values. Credit notes use negative amounts and negative GST. A malformed amount stays visible for correction and prevents dependent totals.

Assign Categories and Business Use

Categories come from your mapped category column or the label you enter for each row. The tool never chooses a category from a supplier’s name. Use labels that match your coding work, and leave uncertain entries uncategorised.

Business-use gross is the row’s gross amount multiplied by your business-use percentage. The same percentage applies separately to its GST. Each row rounds to cents before totals are added. Zero means wholly private use, and 100 means wholly business use.

The ATO’s business-deduction rules require a business purpose and supporting records. Mixed expenses require an allocation. A category or percentage records your instruction; it does not decide whether an expense is deductible or when you can claim it.

Check GST Amounts

For standard GST-inclusive entries, the calculated GST is the amount divided by 11. GST-exclusive entries calculate 10% of the entered amount and add it to gross. No-GST entries calculate zero GST. These calculations follow the ATO’s GST arithmetic.

If you enter supplied GST, the tool uses that figure for inclusive and exclusive rows. A difference exceeding one cent from standard arithmetic creates a warning. Mixed taxable and GST-free invoices can explain a difference. Split those amounts into separate rows or retain the row with your reason.

A No-GST row with supplied GST gets a conflict warning and calculates zero GST. Missing evidence is flagged. GST rows above $82.50 receive an extra invoice-evidence warning. The evidence marker records your answer; it does not inspect a tax invoice.

GST credit entitlement depends on registration, the purchase’s use and the applicable invoice requirements. Check the invoice and the client’s circumstances before claiming a credit. The tool’s business-use GST total is arithmetic, not a claim approved for a business activity statement.

Resolve the Review List

Select each expense row to correct its fields. Choose between two duplicate checks. One matches the date with description and amount. The other matches invoice references. Both records stay in the file. For separate legitimate purchases, choose Retain row and explain why in the review note.

Reporting dates filter the displayed totals and export. Undated rows stay visible for review, and the result states how many dated rows fall outside the period. Category totals separate months. Original and reviewed entered totals compare the same rows, before GST is added to exclusive amounts.

The fictional example has $110 of supplies at 80% business use, a $22 credit at 100% and $55 of travel at 100%. All amounts include GST. Original and reviewed totals both show $143. Business-use gross is $121, and business-use GST is $11.

Correct the travel amount to $66 and supplied GST to $6. The reviewed entered total becomes $154, an $11 increase from the original. Business-use gross becomes $132 and business-use GST becomes $12. The original $55 travel amount remains beside the correction.

Download reviewed CSV exports the rows in view, their original cells and raw records, calculated cents and unresolved review notes. Invalid amounts export with blank calculated fields and their reason. A manually added row starts with an original amount of zero, so its amount appears in the change.

The ATO’s GST record rules cover supporting records and adjustment calculations. Keep the source invoices with your reviewed file. Formula-looking text stays as text in this tool, but spreadsheet software can interpret it when you open a CSV.

Selected files and row entries stay in page memory. Clear all, navigation and page restoration erase the current source and results. Reload starts empty. Downloaded files remain wherever you save them. The tool sends no expense records to a provider and stores no expense inputs for later visits.