Deductible Expenses Tempate

🟩 1️⃣ BASIC VERSION

A clean, functional Deductible Expenses spreadsheet in English — designed to give freelancers and small business owners a straightforward overview of tax-deductible costs and VAT.

Deductible Expenses (Basic)

Core Features:

🔹 Expense table with:
- Date
- Category
- Description
- Amount Excl. VAT
- VAT %
- VAT Amount
- Amount Incl. VAT
- Payment Status (Paid / Not Paid)
- Payment Method (Bank / Cash / Creditcard / PayPal)
🔹 Automatic VAT logic
- VAT Amount is calculated from Amount Excl. VAT × VAT %
- Amount Incl. VAT is calculated automatically
🔹 Category Summary sheet
- Automatic totals per Category (based on Amount Excl. VAT)
- Ideal for preparing annual tax summaries and talking to your accountant
🔹 Instructions sheet included
- Clear, concise explanation of how to enter expenses and read the totals
🔹 Pre-filled example categories

Office, Travel, Software, Phone, Marketing, etc. — all editable to match your business

👉 Purpose: A solid foundation for tracking deductible business expenses and VAT.

Simple, reliable, and perfect if you just want a no-nonsense expense & VAT overview without extra dashboards or automation.


🟨 2️⃣ ADVANCED VERSION

A more structured, automated tax & VAT planning tool — adding smarter logic, better time-based insight, and export-ready data while staying spreadsheet-simple.

Added Features Compared to Basic:

🔹 Structure & Automation
- Dynamic dropdowns for Category, Payment Status, and Payment Method (via the Lists sheet)
- Central Lists sheet with VAT rules per category
- Automatic VAT % lookup based on the chosen Category
- VAT Amount & Amount Incl. VAT fully driven by the category rules
🔹 Time & Tax Logic
- Automatic Month field (text, e.g. “January”) based on Date
- Automatic Year field based on Date
- Automatic VAT Quarter (1–4) for grouping expenses per VAT filing period
🔹 Net Deductible column
- Dedicated Net Deductible field per row
- In the Advanced version it equals Amount Excl. VAT (full deductibility baseline)
- Ready to be extended with deduction percentages in the Expert version
🔹 Monthly_Report sheet
- Monthly summary of total deductible expenses (Amount Excl. VAT)
- Driven by formulas referencing the Expenses sheet
- Gives a clear view of how your deductible costs evolve across the year
🔹 ImportPrep sheet
- Clean, stripped-down export view with: Date, Category, Description, Amount Excl. VAT, VAT Amount, Amount Incl. VAT, Payment Method, Payment Status
- Designed to be easily used for import into bookkeeping software or to send to your accountant
🔹 Updated Instructions

Instructions sheet expanded to include all Advanced-level features and how they interact

👉 Purpose: A smart upgrade for users who want structure, automation, and period-based insight (month, year, VAT quarter), plus export-ready data — without yet stepping into full analytics and scenario modelling.


🟥 3️⃣ EXPERT VERSION

A complete tax-deductible expense cockpit — turning the workbook into a professional tool for VAT management, deduction percentages, yearly analysis, and decision support.

Includes everything from Basic + Advanced, plus:

🔹 Data Management & Deduction Logic
- Lists sheet extended with per-category Deduction % (e.g. 100%, 80%, 50%, 0%)
- Deduction % column on the Expenses sheet is auto-filled from Lists
- Net Deductible per expense now calculated as:
Net Deductible = Amount Excl. VAT × Deduction %
Perfect for mixed-use costs (car, phone, home office) and fine-tuning what is realistically deductible
🔹 Dashboard & Visual Insights
- Dedicated Dashboard sheet with:
- Pie chart: Total costs per Category (based on Amount Excl. VAT)
- Line chart: Monthly expense trend, driven by the Monthly_Report sheet
- Category_Totals sheet feeding the dashboard (pivot-ready structure)
🔹 VAT & Yearly Analysis
- VAT_Overview sheet:
- VAT totals per Quarter (1–4) based on actual VAT amounts
- Useful for reviewing or reconciling VAT returns
- Annual_Summary sheet:
Yearly total Amount Excl. VAT
Yearly total Net Deductible
- Structured to compare multiple years in one place
🔹 Scenario & Planning Tools
- Scenarios sheet with simple what-if logic:
Custom VAT % and Custom Deduction % inputs
Projected Net Deductible based on your scenario
Ideal for exploring “what happens if rules change” or if you tighten/relax deduction assumptions
🔹 Error & Control Layer
- Error_Log sheet:
- Flags rows with missing Category
- Flags rows with missing Date
- Makes it easy to clean input before sharing with an accountant or running reports
- “Missing Receipt?” column on the Expenses sheet for manual marking of incomplete documentation
🔹 Import & Documentation
- ImportPrep kept fully in sync in the Expert version for export to other systems
- Instructions tab upgraded:
Explains all features from Basic → Advanced → Expert in one place
Separate PDF manual available to walk users through every feature level and best practices

👉 Purpose:

A high-end, yet Excel-based system for freelancers, ZZP’ers and small business owners who want:
Correct VAT & deduction handling per category
Quarterly VAT insight and yearly deductible overviews
Visual dashboards for quick understanding
A clear audit trail (error log, missing receipts)
Scenario thinking around future tax and deduction changes
All without leaving the comfort and flexibility of a spreadsheet.