Download the free HissabAI expense tracker template (.xlsx). It's formatted in Pakistani Rupees, works in Microsoft Excel and Google Sheets, and needs no sign-up. It includes a daily expense log with dropdown categories, a monthly budget vs actual summary, a payment-method breakdown (cash, JazzCash, Easypaisa, bank, card, SadaPay/NayaPay) and an udhaar sheet that keeps a running balance per person.
Below is what each sheet does, how to set it up in five minutes, and how to avoid the problem that kills most spreadsheets: missed entries.
What's Inside the Template
| Sheet | What it does |
|---|---|
| How to Use | Quick setup instructions |
| Daily Log | One row per expense: date, description, category (dropdown), amount in Rs., paid via (dropdown), notes. Room for 600 entries |
| Monthly Summary | Pick a month and see Budget, Actual, Remaining and % Used for each category, plus total spending and savings |
| Paid Via | How much went out that month through cash, JazzCash, Easypaisa, bank transfer, debit card, credit card and SadaPay/NayaPay |
| Udhaar | Record money you lent or borrowed, and repayments; see each person's balance |
| Lists | Edit categories and payment methods; the dropdowns and summary update automatically |
Categories built for Pakistani households
The template comes with 16 categories that match how Pakistani homes actually spend: Groceries & Sabzi, Rent, Electricity (LESCO/K-Electric etc.), Gas & Water, Internet & Mobile, Petrol & Transport, Eating Out & Delivery, Chai & Snacks, Health & Medicine, Education & School Fees, Shopping & Clothes, Family Support, Committee (Kameti), Subscriptions, Gifts/Shaadi/Eid, and Miscellaneous. Rename any of them on the Lists sheet.
How to Set Up the Template in 5 Minutes
Step 1: Download and open. Open the .xlsx in Excel. For Google Sheets, upload it to Google Drive and choose "Open with Google Sheets". All formulas work in both.
Step 2: Delete the sample rows. The Daily Log and Udhaar sheets have a few example rows marked "Sample row: delete me". Clear them.
Step 3: Set the month. On Monthly Summary, type the first day of the month you're tracking in cell B1, for example 1/11/2026.
Step 4: Enter your budgets. In the Budget column, replace the example figures with your own monthly limits. Not sure where to start? See our monthly budget examples for Rs. 30,000 to Rs. 150,000 salaries.
Step 5: Type your income. Enter this month's income below the totals. The "Saved" line calculates income minus spending.
From then on, add one row in Daily Log for every expense. The Monthly Summary updates automatically.
How the Formulas Work (If You Want to Customise)
The Monthly Summary uses SUMIFS to add up each category for the selected month only. For the Groceries row, the formula in plain words is: "add every amount in Daily Log where the category is Groceries & Sabzi and the date is on or after the 1st of the selected month, and before the 1st of the next month."
| Column | Formula logic |
|---|---|
| Actual | SUMIFS over the Daily Log amounts, filtered by category and by date within the selected month |
| Remaining | Budget minus Actual |
| % Used | Actual divided by Budget; turns red above 100% |
| Saved | Monthly income minus total Actual |
The Udhaar balance for each person is: amounts you gave, minus amounts returned to you, minus amounts you took, plus amounts you returned. A positive number means they owe you; a negative number (shown in red) means you owe them.
Because every month is filtered by date, you can keep a whole year in one file. Change B1 to view any month.
Sample Month: What a Filled-In Summary Looks Like
Here's an example of the Monthly Summary for a Rs. 1,20,000 household in Lahore after one month of tracking:
| Category | Budget | Actual | Remaining | % Used |
|---|---|---|---|---|
| Groceries & Sabzi | Rs. 18,000 | Rs. 21,350 | -Rs. 3,350 | 119% |
| Rent | Rs. 30,000 | Rs. 30,000 | Rs. 0 | 100% |
| Electricity | Rs. 9,000 | Rs. 8,400 | Rs. 600 | 93% |
| Petrol & Transport | Rs. 12,000 | Rs. 13,800 | -Rs. 1,800 | 115% |
| Eating Out & Delivery | Rs. 5,000 | Rs. 7,900 | -Rs. 2,900 | 158% |
| Chai & Snacks | Rs. 2,500 | Rs. 3,600 | -Rs. 1,100 | 144% |
| Committee (Kameti) | Rs. 5,000 | Rs. 5,000 | Rs. 0 | 100% |
| Other categories | Rs. 31,500 | Rs. 26,200 | Rs. 5,300 | 83% |
| Total | Rs. 1,13,000 | Rs. 1,16,250 | -Rs. 3,250 | 103% |
The summary shows something you'd never notice without tracking: delivery and chai together ran Rs. 4,000 over budget, more than half of the Rs. 7,000 the household had planned to save.
The Problem With Spreadsheet Trackers: Missed Entries
Spreadsheets are excellent for analysis. They're weak at capture. Here's how most spreadsheet trackers die:
- Week 1: You enter everything carefully each evening.
- Week 2: You skip two busy days and plan to "catch up on the weekend".
- Week 3: You can't remember what the Rs. 2,000 cash withdrawal was spent on.
- Week 4: The sheet is clearly incomplete, so the summary feels meaningless. You stop.
The issue isn't the template. Entering data on a phone spreadsheet is slow: tiny cells, dropdowns and a keyboard that keeps switching. Most expenses happen away from your laptop, and cash purchases leave no record to copy from later.
Fix: capture on WhatsApp, analyse in Excel
The most reliable setup separates the two jobs:
- Capture each expense the moment it happens, in a few seconds, on the phone.
- Analyse in a spreadsheet once a month, when you have time.
HissabAI handles the capture part inside WhatsApp. You type "sabzi 850" or "petrol 3000" (or send a voice note or receipt photo), and it saves the date, amount and category. At month-end, log in to the web dashboard and export your transactions as CSV (columns: date, type, category, amount, note). Paste the dates, notes and amounts into the template's Daily Log and choose the matching category from the dropdown. Your summary is then built on a complete record, with no missed entries.
If you'd rather skip the spreadsheet entirely, HissabAI's own "report" message gives you the monthly category breakdown on WhatsApp, and budgets can be set with messages like "food budget 18000".
Never miss an entry again: log on WhatsApp in 5 seconds, export to Excel whenever you like. 7-day free trial, no app download. Start here → wa.me/message/4FXU5JGJ52SWM1
Spreadsheet vs WhatsApp Tracking Compared
| Excel / Google Sheets template | WhatsApp (HissabAI) | Both together | |
|---|---|---|---|
| Cost | Free | 7-day free trial, then from Rs. 499 per 3 months | Same as WhatsApp |
| Time per entry | 30–90 seconds on a phone | About 5 seconds | About 5 seconds |
| Captures cash on the go | Only if you open the sheet | Yes | Yes |
| Custom formulas and charts | Unlimited | Built-in reports and dashboard | Unlimited |
| Works offline | Excel: yes | No | Partly |
| Risk of missed entries | High | Low | Low |
| Best for | Analytical people who sit at a computer daily | Busy people who track on the go | People who want both |
Tips for Getting the Most From the Template
- Use one row per purchase, not per day. "Groceries 4,200" is better than "Tuesday 7,850".
- Record ATM withdrawals as nothing. Moving money from your bank to your wallet isn't spending. Log what the cash is spent on instead. Our guide on managing cash and bank balance together explains why this matters.
- Use "Paid Via" honestly. At month-end, the Paid Via sheet shows how much went through cash and how much through wallets. That's useful when your JazzCash balance doesn't add up.
- Review on the same day each month. The 1st or the day after salary works well.
- Keep a copy. Save a dated copy each month, for example "Budget Nov 2026.xlsx", before you start the next one.
Is there a free Excel expense tracker template in PKR?
Yes. HissabAI's free template is formatted in Pakistani Rupees, with categories for Pakistani households (sabzi, bijli, committee, school fees, chai), a daily log, a monthly budget vs actual summary, a payment-method breakdown and an udhaar sheet. Download it from hissabai.com/downloads/hissabai-expense-tracker-template-pkr.xlsx. It works in Excel and Google Sheets.
Does the template work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. The dropdowns, SUMIFS formulas and conditional formatting all work. You can then share the sheet with a spouse or family member to edit together.
How do I track monthly expenses in Excel?
Add one row per expense with the date, description, category and amount, then use SUMIFS formulas to total each category for the month. The HissabAI template does this automatically: you choose a month on the Monthly Summary sheet and it shows budget, actual, remaining and percentage used per category.
How do I stop missing entries in my expense spreadsheet?
Record expenses at the moment you spend, not at the end of the day or week. Since phone spreadsheets are slow, many people capture expenses on WhatsApp with HissabAI, which takes about five seconds per entry, then export a CSV from the dashboard at month-end and paste it into their spreadsheet.
Can I import HissabAI data into Excel?
Yes. Log in at hissabai.com/login with your WhatsApp number and export your transactions as CSV, with columns for date, type, category, amount and note. The CSV opens directly in Excel or Google Sheets, and you can copy the dates, notes and amounts into the template's Daily Log.
Download and Start Today
Download the free PKR expense tracker template, set this month's budgets, and log your first expense. If you'd like the capture part done for you, save +92 371 4341321 on WhatsApp as "HissabAI" and send "Hi" to start a 7-day free trial.
Spreadsheet power without spreadsheet effort: log on WhatsApp, export anytime. Start free → wa.me/message/4FXU5JGJ52SWM1
Also read: How to Track Expenses in Pakistan (3 Methods) | Gharelu Kharcha Hisab Kitab Book | Udhar Khata Register on WhatsApp