Credit card transactions for personal finances
I use mint.com for tracking my finances.  It works on mobile phones, tablets, and in a browser.  If you don't mind the initial hassle of putting in the credentials you use to access your account online, you'll find that you're able to build a comprehensive picture of the state of your finances relatively quickly. It does a great job of separating the various types of financial transactions you engage in, and also lets you customize those classifications with tags.  It's ad-supported, so there's no out-of-pocket cost to you, and it doesn't preclude you from using the personal finance software you already have on your phone. "Other responses have focused on getting you software to use, but I'd like to attempt your literal question: how are such transactions managed in systems that handle them? I will answer for ""double entry"" bookkeeping software such as Quicken or GnuCash (my choice). (Disclaimer: I Am Not An Accountant and accountants will probably find error in my terminology.) Your credit card is a liability to you, and is tracked using a liability account (as opposed to an asset account, such as your bank accounts or cash in your pocket). A liability account is just like an asset except that it is subtracted from rather than added to your total assets (or, from another perspective, its balance is normally negative; the mathematics works out identically). When you make a purchase using your credit card, the transaction you record transfers money from the liability account (increasing the liability) to the expense account for your classification of the expense. When you make a payment on your credit card, the transaction you record transfers money from your checking account (for example) to the credit card account, reducing the liability. Whatever software you choose for tracking your money, I strongly recommend choosing something that is sufficiently powerful to handle representing this as I have described (transfers between accounts as the normal mode of operation, not simply lone increases/decreases of asset accounts)."
I'm an Australian who just got back from a trip to Malaysia for two weeks over the New Year, so this feels a bit like dejavu! I set up a 28 Degrees credit card (my first ever!) because of their low exchange rate and lack of fees on credit card transactions. People say it's the best card for travel and I was ready for it. However, since Malaysia is largely a cash economy (especially in the non-city areas), I found myself mostly just withdrawing money from my credit card and thus getting hit with a cash advance fee ($4) and instant application of the high interest rate (22%) on the money. Since I was there already and had no other alternatives, I made five withdrawals over the two weeks and ended up paying about $21 in fees. Not great! But last time I travelled I had a Commonwealth Bank Travel Money Card (not a great idea), and if I'd used that instead on this trip and given up fees for a higher exchange rate, I would have been charged an extra $60! Presumably my Commonwealth debit card would have been the same. This isn't even including mandatory ATM fees. If I've learned anything from this experience and these envelope calculations I'm doing now, it's these: "There's no difference between ""individual"" and ""business"" in this context. What is a personal transaction that involves credit card? You have a garage sale? Its business. You sell something on craigslist - business. Want to let people pay for your daughter's girlscout cookies - business. There's no difference between using Paypal (which has its own credit card reader, by the way) and Square in this context. No-one will ask for any business licenses or anything, just your tax id (be it SSN or EIN). Its exactly the same as selling on eBay and accepting credit cards through your Paypal account, conceptually (charge-back rules are different, because Square is a proper merchant account, but that's it)." "I think the ""right"" way to approach this is for your personal books and your business's books to be completely separate. You would need to really think of them as separate things, such that rather than being disappointed that there's no ""cross transactions"" between files, you think of it as ""In my personal account I invested in a new business like any other investment"" with a transfer from your personal account to a Stock or other investment account in your company, and ""This business received some additional capital"" which one handles with a transfer (probably from Equity) to its checking account or the like. Yes, you don't get the built-in checks that you entered the same dollar amount in each, but (1) you need to reconcile your books against reality anyway occasionally, so errors should get caught, and (2) the transactions really are separate things from each entity's perspective. The main way to ""hack it"" would be to have separate top-level placeholder accounts for the business's Equity, Income, Expenses, and Assets/Liabilities. That is, your top-level accounts would be ""Personal Equity"", ""Business Equity"", ""Personal Income"", ""Business Income"", and so on. You can combine Assets and Liabilities within a single top-level account if you want, which may help you with that ""outlook of my business value"" you're looking for. (In fact, in my personal books, I have in the ""Current Assets"" account both normal things like my Checking account, but also my credit cards, because once I spend the money on my credit card I want to think of the money as being gone, since it is. Obviously this isn't ""standard accounting"" in any way, but it works well for what I use it for.) You could also just have within each ""normal"" top-level placeholder account, a placeholder account for both ""Personal"" and ""My Business"", to at least have a consistent structure. Depending on how your business is getting taxed in your jurisdiction, this may even be closer to how your taxing authorities treat things (if, for instance, the business income all goes on your personal tax return, but on a separate form). Regardless of how you set up the accounts, you can then create reports and filter them to include just that set of business accounts. I can see how just looking at the account list and transaction registers can be useful for many things, but the reporting does let you look at everything you need and handles much better when you want to look through a filter to just part of your financial picture. Once you set up the reporting (and you can report on lists of account balances, as well as transaction lists, and lots of other things), you can save them as Custom Reports, and then open them up whenever you want. You can even just leave a report tab (or several) open, and switch to it (refreshing it if needed) just like you might switch to the main Account List tab. I suspect once you got it set up and tried it for a while you'd find it quite satisfactory." For double entry bookkeeping, personal or small business, GnuCash is very good. Exists for Mac Os. "I completely agree with @littleadv in favor of using the credit card and dispute resolution process, but I believe there are more important details here related to consumer protection. Since 1968, US citizens are protected from credit card fraud, limiting the out-of-pocket loss to $50 if your card is lost, stolen, or otherwise used without your permission. That means the bank can't make you pay more than $50 if you report unauthorized activity--and, nicely, many credit cards these days go ahead and waive the $50 too, so you might not have to pay anything (other than the necessary time and phone calls). Of course, many banks offer a $50 cap or no fees at all for fraudulent charges--my bank once happily resolved some bad charges for me at no loss to me--but banks are under no obligation to shield debit card customers from fraud. If you read the fine print on your debit card account agreement you may find some vague promises to resolve your dispute, but probably nothing saying you cannot be held liable (the bank is not going to lose money on you if they are unable to reverse the charges!). Now a personal story: I once had my credit card used to buy $3,000 in stereo equipment, at a store I had never heard of in a state I have never visited. The bank notified me of the surprising charges, and I was immediately able to begin the fraud report--but it took months of calls before the case was accepted and the charges reversed. So, yes, there was no money out of my pocket, but I was completely unable to use the credit card, and every month they kept on piling on more finance fees and late-payment charges and such, and I would have to call them again and explain again that the charges were disputed... Finally, after about 8 months in total, they accepted the fraud report and reversed all the charges. Lastly, I want to mention one more important tool for preventing or limiting loss from online purchases: ""disposable"", one-time-use credit card numbers. At least a few credit card providers (Citibank, Bank of America, Discover) offer you the option, on their websites, to generate a credit card number that charges your account, but under the limits you specify, including a maximum amount and expiration date. With one of these disposable numbers, you can pay for a single purchase and be confident that, even if the number were stolen in-transit or the merchant a fraud, they don't have your actual credit card number, and they can never charge you again. I have not yet seen this option for debit card customers, but there must be some banks that offer it, since it saves them a lot of time and trouble in pursuing defrauders. So, in short: If you pay with a credit card number you will not ever have to pay more than $50 for fraudulent charges. Even better, you may be able to use a disposable/one-time-use credit card number to further limit the chances that your credit is misused. Here's to happy--and safe--consumering!" some of that article is misleading, some of it is just plain wrong. Very wrong... like you end up drawing an incorrect conclusion type wrong.  Corporate transaction accounts, whose balances are up recently due to TAG (expires 12/31), are subject to reserve requirements.  When you purchase something with a credit card, the bank's asset of your credit increases and the bank's asset of cash decreases (it goes wherever you purchased).  There is no change to your deposit account and no change to reserves.  The incoming bank's cash account and liability account associated with that business transaction account increase, and it is trivial to transfer the % of cash necessary to reach minimum reserve requirements to the Fed.  Secondly, anyone with a smidgen of accounting can tell that his balance sheet won't balance. "I found your post while searching for this same exact problem. Found the answer on a different forum about a different topic, but what you want is a Cash Flow report.  Go to Reports>Income & Expenses>Cash Flow - then in Options, select the asset accounts you'd like to run the report for (""Calle's Checking"" or whatever) and the time period. It will show you a list of all the accounts (expense and others) with transactions effecting that asset. You can probably refine this further to show only expenses, but I found it useful to have all of it listed.  Not the prettiest report, but it'll get your there." I use Banktivity.  It's very much not free, but it automatically downloads all my bank and credit card activity and has excellent reporting options. Track your spending and expected income -- on paper, or with a personal-finance program. If you know how much is committed, you know how much is available. Trivial with checks, requires a bit more discipline with credit cards. Also, unless I missed it and someone already mentioned it, do keep in mind the impact of these credit cards balances on your credit score. Over roughly 75% usage on a given credit account reflects badly on your score and has a pretty large impact on how your worthiness is calculated. It gives the impression that you are a person that lives month to month on cards, etc. If you could get both cards down to reasonable balances to where you could begin paying on them regularly and work them down over time, that will not only look incredible for your credit report but also immediately begin making your credit worthiness begin to raise due to the fact that you will not have accounts that (I'm assuming here) are at very high usage (over 75% of your total limit.) If you have to get one card knocked out just to get breathing room, and you're boxed in here -- or honestly even if the mental stress is causing you incredible hardship day to day, then I suppose blow one card out of the water, reassess and start getting to work on that second card. I hope this helped, I'm no expert, but I have had every kind of luck with credit cards and accounts you could think of, so I can only give my experience from the rubber-meets-the-road perspective. Good luck! "I want to recommend an exercise: Find all the people nearby who you can talk to in less than 24 hours about credit cards: Your family, whoever lives with you, and friends. Now, ask each of them ""what's the worst situation you've gotten yourself into with a credit card?"" Personally, the ratio of people who I asked who had credit cards to the ratio of people with horror stories about how credit cards screwed up their credit was nearly 1:1.  Pretty much, only one of them had managed to avoid the trap that credit cards created (that sole exception had worked for the government at a high paying job and was now retired with adult children and a lucrative pension).  Because it's trivially easy over-extend yourself, as a result of how credit cards work (if you had the cash at any second, you would have no need for the credit). But do your own straw poll, and then see what the experience of people around you has been.  And if there's a lot more bad than good out there, then ask yourself ""am I somehow more fiscally responsible than all of these people?""." "What you are describing sounds a lot like the way we handle our household budget.  This is possible, but quite difficult to do with an Excel spreadsheet.  It is much easier to do with dedicated budgeting software designed for this purpose. When choosing personal budgeting software, I've found that the available packages fall in two broad categories: Some packages take what I would call a proactive approach: You enter in your bank account balances, and assign your money into spending categories.  When you deposit your paycheck, you do the same thing: you add this money to your spending categories.  Then when you spend money, you assign it to a spending category, and the software keeps track of your category balances.  At any time, you can see both your bank balances and your spending category balances.  If you need to spend money in a category that doesn't have any more money, you'll need to move money from a different category into that one.  This approach is sometimes called the envelope system, because it resembles a digital version of putting your cash into different envelopes with different purposes.  A few examples of software in this category are You Need a Budget (YNAB), Mvelopes, and EveryDollar. Other packages take more of a reactive approach: You don't bother assigning a job to the money already in your bank account.  Instead, you just enter your monthly income and put together a spending plan.  As you spend money, you assign the transactions to a spending category, and at the end of the month, you can see what you actually spent vs. what your plan was, and try to adjust your next budget accordingly.  Software that takes this approach includes Quicken and Mint.com. I use and recommend the proactive approach, and it sounds from your question like this is the approach that you are looking for.  I've used several different budgeting software packages, and my personal recommendation is for YNAB, the software that we currently use.  I don't want this post to sound too much like a commercial, but I believe it will do everything you are looking for.   One of the great things about the proactive approach, in my opinion, is how credit card accounts are handled.  Since your spending category balances only include real money actually sitting in an account (not projected income for the month), when you spend money out of a category with your credit card, the software deducts the money from the spending category immediately, as it is already spent.  The credit card balance goes negative.  When the credit card bill comes and you pay it, this is handled in the software as an account transfer from your checking account to your credit card account.  The money in the checking account is already set aside for the purpose of paying your credit card bill. Dedicated budgeting software generally has a reconcile feature that makes verifying your bank statements very easy.  You just enter the date of your bank statement and the balance, and then the software shows you a list of the transactions that fall in those dates.  You can check each one against the transactions on the statement, editing the ones that aren't right and adding any that are missing from the software.  After everything checks out, the software marks the transactions as verified, so you can easily see what has cleared and what hasn't. Let me give you an example to clarify, in response to your comment.  This example is specific to YNAB, but other software using the same approach would work in a similar way. Let's say that you have a checking account and a credit card account.  Your checking account, named CHECKING, has $2,000 in it currently.  Your credit card currently has nothing charged on it, because you've just paid your bill and haven't used it yet this billing period.  YNAB reports the balance of your credit card account (we'll call this account CREDITCARD), as $0. Every dollar in CHECKING is assigned to a category.  For example, you've got $200 in ""groceries"", $100 in ""fast food"", $300 in ""rent"", $50 in ""phone"", $500 in ""emergency fund"", etc.  If you add up the balance of all of your categories, you'll get $2,000. Let's say that you've written a check to the grocery store for $100.  When you enter this in YNAB, you tell it the name of the store, the account that you paid with (CHECKING), and the category that the expense belongs to (groceries).  The ""groceries"" category balance will go down from $200 to $100, and the CHECKING account balance will go down from $2,000 to $1,900. Now, let's say that you've spent $10 on fast food with your credit card.  When you enter this in YNAB, you tell it the name of the restaurant, the account that you paid with (CREDITCARD), and the category that the expense belongs to (fast food).  YNAB will lower the ""fast food"" category balance from $100 to $90, and your CREDITCARD account balance will go from $0 to $-10. At this point, if you add up all the category balances, you'll get $1,890.  And if you add up your account balances, you'll also get $1,890, because CHECKING has $1,900 and CREDITCARD has $-10.  If you get your checking account bank statement at this time, the account balance of $1,900 should match the statement and you'll see the payment to the grocery store, assuming the check has cleared.  And if the credit card bill comes now, you'll see the fast food purchase and the balance of $-10. When you write a check to pay this credit card bill, you enter this in YNAB as an account transfer of $10 from CHECKING to CREDITCARD.  This transfer does not affect any of your category balances; they remain the same.  But now your CHECKING account balance is down to $1,890, and CREDITCARD is back to $0. This works just as well whether you have one checking account and one credit card, or 2 checking accounts, 2 savings accounts, and 3 credit cards.  When you want to spend some money, you look at your category balance.  If there is money in there, then the money is available to spend somewhere in one of your accounts.  Then you pick an account you want to pay with, and, looking at the account balance, if there isn't enough money in that account to pay it, you just need to move some money from another account into that one, or pick a different account.  When you pay for an expense with a credit card, the money gets deducted from the category balances immediately, and is no longer available to spend on something else." "I wrote a little program one time to try to do this.  I think I wrote it in Python or something. The idea was to have a list of ""projected expenses"" where each one would have things like the amount, the date of the next transaction, the frequency of the transaction, and so on.  The program would then simulate time, determining when the next transaction would be, updating balances, and so on.  You can actually do a very similar thing with a spreadsheet where you basically have a list of expenses that you manually paste in for each month in advance.  Simply keep a running balance of each row, and make sure you don't forget any transactions that should be happening. This works great for fixed expenses, or expenses that you know how much they are going to be for the next month.  If you don't know, you can estimate, for instance you can make an educated guess at how much your electric bill will be the next month (if you haven't gotten the bill yet) and you can estimate how much you will spend on fuel based on reviewing previous months and some idea of whether your usage will differ in the next month.  For variable expenses I would always err on the side of a larger amount than I expected to spend.  It isn't going to be possible to budget to the exact penny unless you lead a very simple life, but the extra you allocate is important to cushion unexpected and unavoidable overruns. Once you have this done for expenses against your bank account, you can see what your ""low water mark"" is for the month, or whatever time period you project out to.  If this is above your minimum, then you can see how much you can safely allocate to, e.g. paying off debt.  Throwing a credit card into the mix can make things a bit more predictable in the current month, especially for unpredictable amounts, but it is a bit more complicated as now you have a second account that you have to track that has to get deducted from your first account when it becomes due in the following month.  I am assuming a typical card where you have something like a 25 day grace period to pay without interest along with up to 30 days after the expense before the grace period starts, depending on the relationship between your cut-off date and when the actual expense occurs." A debit card takes the funds right from your account. There's no 'credit' issued along the way. The credit card facilitates a short term loan. If you are a pay-in-full customer, as I am, there's a cost to lend the money, but we're not paying it. It's part of the fee charged to the merchant. Thus the higher transaction cost. Essentially speaking, when you purchase goods worth $100 using your card, the store has to pay about $2 for the transaction to the company that operates that stores' credit card terminal.  If you withdraw cash from an ATM, you might be charged a fee for such a transaction. However, the ATM operator doesn't pay the credit processor such a transaction fee - thus, it is classified as a cash transaction.  Additionally, performing cash advances off a CC is a rather good indicator of a bad financial health of the user, which increase the risk of default, and in some institutions is a factor contributing to their internal creditworthiness assessment.