Managing a lawn care business involves more than tending to grass and creating beautiful landscapes. It also requires careful financial planning and tracking.

A lawn care business expenses spreadsheet is an indispensable tool for business owners aiming to maintain a clear overview of their expenses.

Why track lawn care expenses?

Meticulous expense tracking aids in identifying areas for cost reduction, ensuring landscaping profit.

An effectively designed expenses spreadsheet captures costs such as technician labor, equipment maintenance, marketing strategies, and travel expenses. It allows owners to allocate funds efficiently, ensuring that each dollar spent contributes to the growth and sustainability of the business.

The information from these financial records is also crucial for tax purposes, where proper documentation can lead to maximized deductions.

Top 5 free lawn care business expenses spreadsheet templates

These free spreadsheet templates help lawn care businesses monitor various business costs efficiently, contributing to more effective financial management.

1. Yottled's Lawn Care Business Expenses Spreadsheet

Yottled's Lawn Care Business Expenses Spreadsheet

Yottled's expense sheet is geared toward streamlining financial analysis for lawn care businesses.

The spreadsheet helps businesses maintain a healthy margin by tracking material, labor, and other direct costs, such as vehicle maintenance and uniforms.

👉 Direct download link

2. FPPT's Lawn & Garden Expense Template for Excel

FPPT's Lawn & Garden Expense Template for Excel

The Lawn & Garden Expense Template for Excel from FPPT.com simplifies the process of tracking day-to-day financial transactions.

Lawn care professionals can easily input their expenses related to gardening and lawn mowing jobs, making it more straightforward to overview spending and profits.

👉 Direct download link

3. Tax Office Inc. Landscaper or Gardener Income Expense Worksheet

Tax Office Inc. Landscaper or Gardener Income Expense Worksheet

The Tax Office Inc. has created the Landscaper or Gardener Income Expense Worksheet suitable for individual landscapers or small businesses.

This worksheet assists in the categorization of income and expenses for clear visibility of financial standing.

👉 Direct download link

4. Template Republic Garden Expense Budget Worksheet

 Template Republic Garden Expense Budget Worksheet

Template Republic has created the Garden Expense Budget Worksheet.

This template is created for financial planning and tracking of a garden's yearly expenses and maintenance costs, purchases of garden plants, etc.

👉 Direct download link

5. Shoeboxed, a receipt scanning service for lawn care professionals

Shoeboxed's official homepage

For lawn care service owners looking for a simpler way to track expenses, consider outsourcing receipt management to Shoeboxed!

The app reduces the hours spent organizing receipts, tracking mileage, and generating expense reports to a few seconds—a welcome feature for lawn care professionals constantly on the move.

With Shoeboxed's receipt scanner app, you simply snap a picture and upload it to your Shoeboxed account. Shoeboxed's team will extract and verify the expense data from your receipts, assigning the expense to one of 15 common tax categories so you can maximize your tax deductions.

And if you want an even easier method for getting receipts in their accounts, Shoeboxed's Magic Envelope service does just that.

Use Shoeboxed’s Magic Envelope to mail your receipts in to be processed

Simply stuff your receipts into Shoeboxed's postage-prepaid envelopes and outsource receipt scanning to the pros.

Shoeboxed is the only receipt scanner app that will handle both your paper receipts and your digital receipts—saving customers up to 9.2 hours per week from manual data entry!

Voted as the best receipt scanner app for tax season by Hubspot and given the Trusted Vendor and Quality Choice awards by Crozdesk, Shoeboxed's award-winning features include the following:

  • Mobile app and web dashboard—Shoeboxed’s mobile app lets you snap photos of paper receipts and upload them to your account from your phone. Shoeboxed also has a user-friendly web dashboard to upload receipts, invoices, warranties, or documents from your desktop.

  • Expense reports—Expense reports let you view your expenses in one dashboard. They also make it simple to share your purchases with your accountant. You can also choose certain types of receipts to include in your expense report. Select the receipts you want to export and click “export selected.”

  • Search and filter—Call up any receipt or warranty in seconds with advanced search features. Filter receipts based on vendors, date, price, currency, categories, payment type, etc.

  • Unlimited users—Add unlimited free users to your account, such as family members, employees, accountants, and tax professionals.

  • Mileage tracker—The app tracks expenses and mileage inside the same app.

  • Gmail receipt sync—Importing e-receipts to your Shoeboxed account is as easy as syncing your Gmail with Shoeboxed, using Shoeboxed's special Gmail Receipt Sync feature.

  • Tax preparation—All expense receipts sent to Shoeboxed are tagged with common tax categories, thus helping drivers maximize tax deductions.

  • The Magic Envelope—The Magic Envelope service is one of Shoeboxed's most popular features, particularly for businesses, as it lets users outsource their receipt management. When you sign up for a plan that includes the Magic Envelope, you get a pre-paid envelope to send your receipts in. Once your receipts reach the Shoeboxed facility, they’ll be digitized, human-verified, and tax-categorized in your account.

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How to create a lawn care business expenses spreadsheet

To craft an optimal expenses spreadsheet, lawn care entrepreneurs must consider including categories that reflect the unique aspects of their operation.

While some businesses might prioritize tracking fuel and vehicle upkeep, others may focus on the cost of lawn care products and employee uniforms.

By tailoring the spreadsheet to their business needs, owners can gain precise insights into their financial performance and make informed decisions that propel their business forward.

Start by listing all expenses, which typically include:

  • Supplies: Fertilizers, seeds, pesticides

  • Equipment: Mowers, trimmers, blowers

  • Labor: Employee wages, contractor fees

  • Overhead: Insurance, utilities, office supplies

Consider categorizing expenses as either recurring (regularly occurring) or one-time purchases.

Expense Category

Description

Recurring?

Amount ($)

Supplies

Fertilizers

Yes

100

Equipment

Mower

No

800

Labor

Wages

Yes

1500

Overhead

Insurance

Yes

300

After listing and categorizing expenses, one should input them into a spreadsheet program like Microsoft Excel, Google Sheets, or specialized lawn care business software. Here's a step-by-step breakdown:

  1. Open your chosen software and create a new spreadsheet.

  2. Label columns with headers such as 'Expense Category,' 'Description,' 'Recurring?' and 'Amount.'

  3. Enter all expenses, with each expense on a new row.

  4. Calculate totals for each category to monitor spending.

  5. Regularly update the spreadsheet as new expenses occur or prices change.

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Frequently asked questions

What is a lawn care business expenses spreadsheet?

A lawn care business expenses spreadsheet is a tool for tracking and analyzing operational costs. By categorizing and inputting expenses, businesses can monitor their financial health and make informed decisions.

How does one use an expense spreadsheet for a lawn care business?

Expense spreadsheets should regularly record all business-related expenses, such as equipment purchases, fuel, labor, and marketing costs, helping track cash flow and identifying areas where costs may be reduced or investments increased.

Can an expense spreadsheet help in tax preparation?

A well-maintained expenses spreadsheet is a comprehensive record, making it easier for owner-operators to file taxes accurately and identify deductible business expenses.

Are there templates available for a lawn care business expenses spreadsheet?

Check out the free templates in this article that can be downloaded and adjusted according to their unique business needs.

Why is it important to categorize expenses in the spreadsheet?

Categorizing expenses allows lawn care service providers to see exactly where money is being spent, which can illuminate potential areas for cost savings or highlight successful investments in their business.

What common expenses should be included in a lawn care business expenses spreadsheet?

Typical expenses include:

  • Equipment purchase and maintenance

  • Fuel for lawn care machinery

  • Labor costs

  • Marketing and advertising expenses

  • Insurance premiums

  • Office supplies and software

In closing

A well-organized lawn care business expenses spreadsheet is a crucial tool, assisting owners in identifying cost trends, optimizing resource allocation, and informing strategic decisions.

Key components to track include:

  • Equipment costs: Maintenance and purchase of mowers, trimmers, and other tools.

  • Employee wages: Compensation for labor, including overtime and bonuses.

  • Operational expenses: Fuel, vehicle maintenance, and insurance.

  • Marketing investments: Advertising and promotional activities to increase clients and improve customer satisfaction.

By actively using spreadsheets or receipt management software, businesses can maintain a thorough record of transactions, providing a complete view of their financial health.

Remember to update the spreadsheet regularly and consider integrating data from various sources, such as receipts or accounting software, to ensure accuracy.


About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app (iPhone, iPad and Android) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports and more—with Shoeboxed.

Try Shoeboxed today!