Writing Income and Expenses Spreadsheet

Who this is for

A year of writing money in two lists. Royalties, advances, article fees, talks and library lending go in one table; software, research, courses, travel and submission costs go in the other, and the summary gives the net for the period.

Authors, poets and freelance writers who keep their own accounts and want writing income and costs kept apart from the rest of their money.

What this helps you track

• Every payment received for writing, by source and payer
• Every writing-related cost, by category and supplier
• Total income, total expenses and the net for the period
• The largest single payment and the largest single cost

How to use it

1. Write your name and the tax year or period the sheet covers at the top.
2. Enter each payment as it reaches you, with the date, the source, who paid it and the amount received.
3. Enter each writing cost with its date, category, supplier and amount, and keep the receipt.
4. Totals and the net are worked out in the browser and the workbook; on paper, add down each amount column.
5. Filter or sort by source, category or month in the workbook when you need subtotals for your records.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which costs count as writing expenses?

That is for you and the rules where you are to decide. The sheet records whatever you enter; check with your tax authority or an adviser which costs can be set against your writing income.

Should advances go in as income?

Record them when received, with the source set to advance, so the sheet matches your bank. How an advance is treated for tax is a separate question for the rules where you are.

How do I see income by source or by month?

In the workbook, sort or filter the income table by source or date and read the subtotal. On paper, colour-code the source column and add up each colour.

Is this a full set of accounts?

No. It is a record of writing income and costs that an accountant or your own tax return can work from. It does not work out tax or apply any rates.