Tax & Expenses

Quarric Automations · Published 9 April 2026 · 12 min read

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.

Key Summary

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.

Deadline: 30th June 2026. The $20,000 instant asset write-off threshold drops to $1,000 from 1 July 2026. Assets must be purchased and installed or ready for use before the deadline. If you're planning equipment upgrades, factor in delivery and installation times — ordering in late June may not be enough.

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.

Copy to Google Sheets →

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.

Copy to Google Sheets →

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.

Copy to Google Sheets →

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:

Materials & consumables. Cable, timber, pipe fittings, screws, sealant — the raw materials used on jobs. Fully deductible in the year of purchase.

Tools & equipment. Drills, multimeters, saws, laser levels. Items under $300 are claimed immediately; over $300 is depreciated (or instant write-off if under $20k before 30th June).

Vehicle & fuel. Fuel, servicing, rego, insurance, tyres, tolls. Use the logbook method (actual costs) or cents-per-km method (88c/km for 2025–26). Not claimable for home-to-work commuting.

Safety & PPE. Steel caps, hi-vis, hard hats, gloves, safety glasses, sunscreen. These wear out — replace and claim them annually.

Insurance. Public liability, professional indemnity, income protection, tool insurance. These are some of the most commonly missed deductions.

Phone & internet. Work-related portion of your mobile plan and home internet. If your phone is 60% work, claim 60% of the cost.

Licences, training & memberships. Electrical licence renewal, White Card, first aid course, Master Builders membership, union fees. Small amounts that add up fast.

Subcontractor payments. Fully deductible if the subbie has a valid ABN and provides a tax invoice. Keep copies of every invoice.

Hire & rental. Scaffolding, cherry pickers, skip bins, portaloos. Often forgotten because they're invoiced separately from materials.

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
Passenger vehicles	Capped at $69,674 (car limit)	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.

Practical Comparison: Manual Template vs. Automated Tracking

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)

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.

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Frequently Asked Questions

What expenses can tradies claim on tax in Australia?

Australian tradies can claim deductions for tools and equipment, vehicle and travel expenses between job sites, protective clothing and safety gear, materials and consumables, insurance premiums, phone and internet (work-related portion), home office expenses for admin work, training and licence fees, subcontractor payments, and union or association fees. All expenses must directly relate to earning income, be paid by you, and be supported by records such as receipts or invoices.

What is the $20,000 instant asset write-off and when does it end?

The $20,000 instant asset write-off allows small businesses with under $10 million turnover to immediately deduct the full cost of eligible assets costing less than $20,000 each. Assets must be first used or installed ready for use by 30th June 2026. From 1 July 2026, the threshold drops to $1,000. The limit applies per asset, so multiple qualifying purchases can be claimed in the same financial year.

How should tradies track expenses for tax purposes?

The ATO requires tradies to keep records of all business expenses including receipts, invoices, and bank statements. Records must show the date, amount, supplier, and purpose of each expense. Digital records (photos of receipts or accounting software) are accepted. Records must be kept for at least five years after lodging your tax return. Tracking expenses by project and category throughout the year makes tax time significantly easier.

Can I use a spreadsheet to track business expenses for the ATO?

Yes. The ATO accepts digital records including spreadsheets, provided they accurately record the date, amount, supplier, and business purpose of each expense. A well-maintained spreadsheet with consistent categories is a valid record-keeping method. However, you still need to retain the original receipts or invoices as supporting evidence — the spreadsheet alone is not sufficient proof of purchase.

Is there an easier way for tradies to track expenses than a spreadsheet?

Yes. Dedicated tools like accounting software (Xero, QuickBooks, MYOB) can automate expense categorisation and bank feeds. For tradies who prefer not to learn new software, WhatsApp-based tools like Quarric let you log expenses by sending a text message — for example, texting "$85 Reece copper fittings" — and the expense is automatically categorised, stored by project, and available for CSV export at tax time.

What's the best way to organise receipts as a tradie?

Photograph every receipt on the day of purchase and save it to a dedicated folder (physical or digital). Name files with the date and supplier for easy searching. The ATO accepts digital photos as valid records. At minimum, do a weekly batch — go through your wallet, photograph everything, and file it. The five minutes this takes each week saves hours of scrambling in July.

Important: 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.

ATO sources referenced: Instant asset write-off for eligible businesses (ato.gov.au), Record-keeping for small business (ato.gov.au), Deductions for tools, equipment and other assets (ato.gov.au).