Dashboard
Last six months
Top categories this month
Recent expenses
Expense entry
Add expenses one line at a time. Each one saves as you add it.
Add expense
Receipts are saved to your Google Drive folder when connected. Use JPG, PNG, or WebP photos.
| Date | Vendor | Amount |
|---|
Vendor list
Summary
By category
| Category | Amount | Share |
|---|
Expenses
Import expenses from Excel
Use a sheet with these columns: Date, Vendor, Category, Amount, Note, Group. Dates can be 2026-05-05 or 5/5/2026. Note and Group are optional. Group names that don't exist yet are created for you.
Action-item tracker
Boardroom hub
Each meeting opens in a document page where you can write agendas and minutes.
Add vendor
New task
Add revenue
Enter a payment or invoice by hand. Use the CRM import for bulk data.
Import from CRM
Upload an export from your CRM (Excel or CSV). The app finds the date, customer, product, invoice and amount columns by their headings. With an invoice number, re-importing the same invoice replaces it instead of counting it twice.
Revenue by month
Income statement
Revenue against expenses for any period. Rejected expenses are left out. Ad spend comes from the Marketing data for each month. Monthly periods include the whole month.
Statement
Month by month
Add monthly data
Enter what you spent and what came back for each platform in a month. Saving the same month and platform again replaces it.
Import marketing report
Upload the monthly report from your marketing company (Excel or CSV). It reads the Data sheet with the columns Month, Platform, Spend, Impressions, Clicks, Call Leads and Form Leads. Re-importing a month replaces it.
Monthly performance
Cost per impression = spend ÷ impressions. CPM = cost per 1,000 impressions. CTR = clicks ÷ impressions. CPC = spend ÷ clicks. Cost per lead = spend ÷ (call leads + form leads). Organic rows have no spend, so their cost figures show a dash. Month and all-month totals include organic leads in the lead count.
Bank reconciliation
Upload a bank statement PDF. It is read in your browser and not stored. Only the matches you confirm are saved.
Statement
| Date | Description | Amount | Type | Action |
|---|
In the app but not on the statement
Report details
These appear on your expense reports.
Change password
Account
Signed in as
Role: User
Receipt storage
Not connected. Receipts are kept in ExTracker until you connect Google Drive.
Pick the shared "ExTracker Receipts" folder. ExTracker can only see files it creates or that you pick here.
Recurring expenses
Entries are added automatically from the start date up to today, the first time you open ExTracker each month.
Training groups
Groups are shared with the whole team. Expenses are assigned to a group from the Expenses tab.
Expense categories
Built in:
Invite users
Add a team member's email and the role they should get. The role is applied when they create their account. For accounts that already exist, change the role in the Users tab.
Expense reports by group
Create a group such as "Florida travel expenses," assign expenses to it, then download a Word report in your standard format.
Accountant report
Approvals
All users
Admins can see every account and change roles. You can't change your own role.
Quick guide
- Expenses: Add, edit, or delete entries, and attach receipt photos (JPG, PNG, or WebP). Once you connect Google Drive in Settings, receipts are saved to that folder.
- Reports: Pick a year and site, then print the report or export it as CSV for your accountant.
- Settings: Manage recurring expenses and log out.
- Privacy: Don't put children's names, health details, allergies, or family information in notes or receipts.
- Backups: Export a CSV regularly and keep a copy outside the app.
Privacy policy
Last updated: October 31, 2026
What we collect
Your email address and password, handled by Firebase Authentication. The expenses, notes, receipt photos, and recurring charges you enter. Receipt photos are stored in the Google Drive folder you choose; ExTracker can only access files it creates or that you select.
How it's stored
Your data is stored in Google Firebase (Cloud Firestore). Receipt photos are stored inside the expense record they belong to.
Who can see it
Your personal expenses are visible only to you and to administrators. Expenses added to a training group are visible to every account in the app. Administrators can view and approve all expense records, and every change is recorded in an audit history. We don't sell your data, and we don't use it for advertising.
Service providers
Google Firebase hosts the app and stores your data. Google's privacy terms apply to that storage.
Children's information
Please don't enter children's names, health details, allergy information, or family information in notes or receipts. This protects the families you serve.
Keeping and deleting data
Your data stays in your account until you delete it. To request account deletion, contact [YOUR CONTACT EMAIL].
Security
We rely on Firebase's authentication and access controls. No system is perfectly secure, so use a strong, unique password.
Changes
We may update this policy. The date at the top shows the latest version.
Contact
[YOUR CONTACT EMAIL]
Terms of use
Last updated: October 31, 2026
The service
ExTracker is a tool for recording business expenses. It's provided as is, without guarantees.
Your responsibility
You're responsible for the accuracy of your entries and for keeping your own records and backups.
Not professional advice
ExTracker doesn't provide tax, legal, or accounting advice. Check with a qualified accountant before filing taxes or making depreciation decisions.
Acceptable use
Use the service only for lawful business record-keeping. Don't upload content you don't have the right to share.
Accounts
Keep your login secure. You can ask to delete your account at any time by contacting [YOUR CONTACT EMAIL].
Liability
To the extent the law allows, we aren't liable for lost data or for decisions made using ExTracker. Keep regular CSV backups.
Changes
We may update these terms. The date at the top shows the latest version.
Governing law
These terms are governed by the laws of [YOUR STATE], United States.