In this article, we will show you how to create a Google Forms expense tracker and manage the data with Google Sheets. Simply follow the process below.
Creating a Google Forms Expense Tracker
Follow the steps below to set up a Google Form designed to track various expenses.
1. Start a New Google Form
Click on the '+' button to open a blank form. This form will serve as your expense tracker.
2. Name Your Expense Tracker Form
At the top of the form, click on 'Untitled form' and enter a specific name like 'Expense Tracker'. This helps in identifying the form for its specific use in tracking expenses.
3. Insert Essential Fields for Expense Data
Add different fields for capturing key expense details. For example, click on the '+' icon to add new fields. Label them as 'Date', 'Expense Type', 'Amount', and 'Description'. Set 'Expense Type' as a dropdown and add categories like 'Food', 'Travel', 'Utilities', 'Entertainment', and 'Miscellaneous' for better expense organization.
4. Choose Correct Data Types for Each Field
For each field, select the most appropriate data type from the dropdown menu on the right side of each field. Choose 'Date' for the date field, 'Dropdown' for the expense type, 'Number' for the amount fields to only allow numerical entries, and 'Short answer' for the description to limit text length.
5. Ensure All Essential Fields Are Required
Toggle the 'Required' switch at the bottom of each field setup. This ensures that all fields must be filled out before the form can be submitted, guaranteeing complete data collection.
6. Review and Test the Form for Accuracy
Click on the eye icon at the top to preview your form.
Test each field by entering sample data to ensure that all fields are capturing data correctly and are marked as required.
Setting Up Expense Tracker Calculations in Google Sheets
Follow the steps below to link your Google Form to a Google Sheet to view your expenses and analyze data.
1. Automatically Link Your Form Responses to a Google Sheet
After creating your form, go to the 'Responses' tab at the top and click the green spreadsheet icon. This creates a new Google Sheet linked to your form, where all responses will be automatically recorded.
2. Access and Review Auto-Categorized Expense Data
Open the newly created Google Sheet from the link provided. Here, you'll find all the form responses organized into columns matching your form fields. Each expense type from your form's dropdown will be neatly categorized in its column.
3. Implement Sum Formulas for Expense Category Totals
Add a new row or column to calculate totals in the Google Sheet. Type in a sum formula, such as `=SUM(D2:D3)`, where 'D2:D3' represents the range of cells containing specific expense data, like 'Amount'. This formula adds up all entries in that range.
4. Utilize Sorting and Filtering for Custom Data Views
To analyze specific data sets, use the filtering feature. To filter by a specific category, click on the column header, then select 'Filter by cell value'.
Then select 'Filter by condition' or 'Filter by cell value' to analyze specific expenses.
5. Visualize Data with Custom Charts
For a graphical representation of your expenses, select the data you want to visualize, then click on 'Insert' and choose 'Chart'.
Google Sheets will suggest chart types, like a pie chart for categorizing expenses, which you can customize according to your preference.
We hope that you now have a better understanding of how to create a Google Forms expense tracker.If you enjoyed this article, you might also like our article on setting up date range in Google Forms or our article on not saving responses in Google Forms. If you want to know how to set up notification emails for new responses on Google Forms, we also suggest checking out our detailed guide.
