Free Job Expense Tracker Template for Australian Tradies (EOFY 2026)
Everything you need to track job expenses before 30th June, three free templates you can use today, and a practical alternative that tracks costs automatically from WhatsApp messages.
This article provides three free, downloadable expense tracker templates designed specifically for Australian tradies: a per-project job expense tracker, a monthly expense summary, and an EOFY deduction checklist. Each template uses ATO-aligned expense categories relevant to construction and trade businesses, including materials, tools, vehicle costs, safety gear, insurance, and subcontractor payments. The article also covers the $20,000 instant asset write-off deadline (30 June 2026), key ATO record-keeping requirements, common deduction categories for tradies, and practical advice for staying organised before the end of the financial year.
Tax time is predictable. It arrives every year on the same date, and every year it catches tradies off guard. The shoebox of receipts comes out in July. Expenses are missing. Deductions are forgotten. Money is left on the table.
This year, there's an extra reason to care. The $20,000 instant asset write-off — the scheme that lets small businesses immediately deduct the full cost of eligible tools, equipment, and assets — is legislated to end on 30 June 2026. From 1 July, the threshold drops to just $1,000. No extension has been confirmed.
Whether you're a sole trader sparky, a plumber with two workers, or a builder running five jobs at once, the next twelve weeks are your window. And the foundation of every tax deduction is a simple one: you need to know what you spent, when, and on which job.
Below are three expense tracker templates built specifically for Australian tradies. They're free, they use ATO-aligned categories, and they take less than five minutes a day to maintain.
Download the Free Templates
Three templates, three different use cases. Download whichever suits your workflow — or use all three together for complete EOFY coverage.
Template 1: Per-Project Job Expense Tracker
Track every cost on every job. One sheet per project with running totals by category, supplier tracking, and a tax-deductible column your accountant will love.
Template 2: Monthly Expense Summary
A bird's-eye view of your total business spending each month, broken down by ATO category. The sheet your accountant wants at tax time.
Template 3: EOFY Deduction Checklist
A printable checklist of every common tradie deduction category with space to note amounts and whether you have evidence. Walk through it before you see your accountant.
All templates are free, no email required. The Google Sheets versions create a personal copy in your Drive.
What Every Tradie Expense Tracker Needs
Generic expense trackers use categories like "Entertainment" and "Groceries." Tradies need categories that match how the ATO classifies trade-related deductions. Here's what the templates above include:
If an expense is partly personal and partly business, you can only claim the business portion. Keep a record showing how you calculated the split — a percentage or a logbook. The ATO audits mixed-use claims more than almost anything else.
The $20,000 Instant Asset Write-Off: What Tradies Need to Know
The instant asset write-off lets eligible small businesses (aggregated turnover under $10 million) immediately deduct the full cost of individual assets costing less than $20,000. Instead of depreciating a $15,000 piece of equipment over five years, you claim the entire amount in the year of purchase.
For tradies, this applies to tools, vehicles (with conditions), testing equipment, computers, and anything else used to earn income. The threshold is per asset — meaning you can write off multiple qualifying items in the same financial year.
| Detail | Before 30th June 2026 | From 1 July 2026 |
|---|---|---|
| Write-off threshold | $20,000 per asset | $1,000 per asset |
| Applies to | New and second-hand assets | Same |
| Eligibility | Turnover under $10M | Same |
| Commercial vehicles (1t+ load) | No car limit applies | Subject to standard depreciation |
| Requirement | Installed & ready for use by 30th June | — |
"Purchased" is not enough. The asset must be installed and ready for use by 30th June. If you order equipment in late June but delivery happens in July, you miss the write-off for 2025–26. Factor in shipping and installation times, especially for items from interstate suppliers.
ATO Record-Keeping: What You Actually Need
Claiming deductions without proper records is how tradies get audited. The ATO requires that every claimed expense is backed by evidence showing five things: the date, the amount, the supplier, what was purchased, and that the expense relates to earning income.
Records must be kept for five years from the date you lodge your tax return. Digital records — including photos of receipts — are accepted. But bank statements alone are not sufficient proof. You need the original receipt or tax invoice as well.
The per-project template above captures all five required fields in a single row. If you fill it in as expenses happen — even weekly — you'll have a complete, ATO-ready record when June arrives.
What If Your WhatsApp Messages Were Already an Expense Tracker?
Consider the messages you already send during a typical day on site. You tell someone "$127 at Middy's — 50m TPS cable." You mention "skip bin was $385." You text a photo of a Reece receipt.
Every expense is already in your messages. It just isn't being captured.
Quarric was built around this observation. Instead of filling in a spreadsheet after hours, you text your expenses to a WhatsApp number throughout the day — the same way you'd message anyone. Each expense is automatically categorised, timestamped, and stored against the correct project.
At tax time, you export everything as a CSV — sorted by project, category, and date — and hand it to your accountant. No spreadsheet. No data entry at 9pm. Just a text message sent in the same minute you tap your card at the counter.
| Factor | Manual Template | WhatsApp-based (Quarric) |
|---|---|---|
| When it happens | End of day (after you get home) | Throughout the day (while working) |
| Time per expense | Type into spreadsheet | Send a text message |
| Categorisation | Manual (dropdown or typed) | Automatic by AI |
| Project tracking | One sheet per project | Automatic per active project |
| Tax export | Copy and format manually | One-click CSV export |
| Consistency | Depends on your discipline | Happens naturally as you work |
| Cost | Free | From $59/month (14-day free trial) |
Frequently Asked Questions
Rather skip the spreadsheet entirely?
Quarric tracks job expenses automatically from your WhatsApp messages. Every cost is categorised by project, exportable as CSV at tax time. Two PDFs every report — one for your client, one for your records. Try free for 14 days at quarricautomations.com.au.
Start your free trial →Quarric Automations is a site reporting platform — we are not accountants, tax agents, financial advisers, or legal professionals. The information in this article is general in nature, based on publicly available guidance from the Australian Taxation Office (ATO), and is provided for informational purposes only. It does not constitute tax, financial, or legal advice.
Tax rules change regularly and your individual circumstances will affect what you can claim and how. Before making any decisions about your tax deductions, expense claims, or asset purchases, you should consult a registered tax agent or qualified accountant who can provide advice specific to your situation.
While we make every effort to keep this information accurate and up to date, we do not guarantee its completeness or accuracy and accept no liability for any actions taken based on the content of this article.
Sources referenced: ATO — Tradies: Be Certain About What You Can Claim · ATO — Instant Asset Write-Off · ATO — Occupation and Industry Specific Guides