How to Create Personal Balance Sheet and Budget Plan for Several Accounts
"As your financial situation becomes more complex, it becomes increasingly more difficult to keep track of everything with a simple spreadsheet.  It is much easier to work with software that is specifically designed for personal finances. A good program will allow you to keep track of as many accounts as you want.  A great program will completely separate the different account balances (location of the money) from the budget category balances (purpose of the money).  Let me explain: When you set up the software, you will enter in all of your different bank accounts with their balances.  Perhaps you have three savings accounts and two checking accounts.  It doesn't matter.  When you are done entering those, the software will total them up, and the next job you have is assigning this money into different budget categories: your spending plan.  For example, you might put some of it into a grocery category, some into an entertainment category, some will be assigned to pay your next car insurance bill, and some will be an emergency fund.  (These categories are completely customizable, and your budget can be as broad or as detailed as you wish.)  When you deposit your paycheck, you assign that new income into budget categories as well.  It doesn't matter at this point which accounts your money are located in; the only thing that matters is that you own this money and you have access to it.  Now, you might want to use a certain account for a certain budget category, but you are not required to do so.  (For example, your grocery category money will probably be in your checking account, since you will be spending from it regularly.  Your emergency fund will hopefully be in an account that earns a little higher interest.) Once you take this approach, you might find you don't need as many bank accounts as you thought you did, because the software does the job of separating your money into different ""accounts"" for different purposes. I've written before about the different categories of personal finance software.  YNAB, Mvelopes, and EveryDollar are three examples of software that will take this approach of separating the concepts of the bank account and the budget category."
Use one journal entry, and split the expenses into the appropriate accounts. This can happen even if you never mix business and personal on the same receipt: say you order office supplies (which where I live are immediately deductible as an expense) and software or hardware (which must be depreciated because they are assets) on the same order. We have an account called Proprietors Loan which represents money the company is lending to the humans who own it, or that the humans are lending to the company. Were I to pay for my personal lunch on a business credit card, it would go through that account, increasing the amount the company has lent me or decreasing the amount I have lent it. Similarly if I made a business purchase with a personal card it would go through that account in the other direction. Where I live, I can lend my company all the money I want any time, but if the company lends me money there can't be an outstanding balance over the corporate year end. If you make two credit card entries of 5 and 10 when you go to reconcile your accounts it will be harder because you'll have to realize they together match the single 15 line on your statement. Making a single entry (your A option) will make reconciling your statement much easier. And that way, you'll probably reconcile your statements, which is vital to knowing you actually recorded everything. "We use mint for just that. We have a ""shared"" account. We each have the mobile app and share the same pin for the application (not our phones -- you can set a pin in the settings on the application). Thus we each share a login to the site, where we have setup all of our accounts. In the ""Your Profile"" link at the top of the page, you may select the Email & Alerts option. From here you may add a second e-mail account. This way if you go over a budget or have a bill upcoming each of you will get a notification. We have setup budgeting through the web site, and either of us can modify the budget via logging in." "One easy way to monitor costs in QuickBooks is to establish sub-bank accounts.   For example, you may have an asset account called ""State Bank"" numbered 11100 (asset, cash and cash equivalents, bank). Convert this to a parent account for a middle school by making subaccounts such as At budget formation, transfer $800 from Operations 11110 to Family Fun Committee 11130.  Then write all checks for Family Fun from the Family Fun 11130 subaccount.   For fundraising, transfer $0 at budget formation to the X Grade accounts.  Do deposit all grade-level receipts into the appropriate grade-level subaccounts and write all checks for the grades from the grade-level subaccounts.   The downside to the above is that reconciling the check book each month is slightly more complicated because you will be reconciling one monthly paper bank statement to multiple virtual subaccounts. Also, you must remember to never write a check from the parent ""State Bank"" 11100, and instead write the checks from the appropriate subaccounts." PocketSmith is another tool you might like to consider. No personal banking details are required, but you can upload your transactions in a variety of formats. Pocketsmith is interesting because it really focus on your future cash flow, and the main feature of the interface is around having a calendar(s) where you easily enter one off or repetitive expenses/income. http://www.pocketsmith.com/ I wrote a small Excel-based bookkeeping system that handles three things: income, expenses, and tax (including VAT, which you Americans can rename GST).  Download it here. I  found that  an application already exists which does virtually everything I want to do with a reasonable interface.  Its called My Personal Index.  It has allowed me  to look at my asset allocation all in one place. I'll have to enter: The features which solve my problems above include:  Note - This is related to an earlier post I made regarding dollar cost averaging and determining rate of returns.   (I finally got off my duff and did something about it) "Ditto Nate Eldredge in many ways, but let me add some other thoughts. BTW there are not four types of account, but five. You're forgetting equity, also called capital. Would it be possible to design an accounting system that does not have 5 types of accounts, maybe is simpler in other ways, and is internally consistent and logical? I'm sure it is. But what's the advantage?  As Nate points out, the existing system has been in use for hundreds of years. Lots of people know how it works and understand it.  I'd add: People have long since worked out how to deal with all the common situations and 99% of the odd cases you're likely to hit. If you invent your own system, you're starting from scratch. You'd have to come up with conventions to handle all sorts of situations. How do I record buying a consumable with cash? How do I record buying a capital asset with credit? How do I record paying off debts? How do I record depreciation? Etc etc. If you worked at it long and hard enough and you're a reasonably bright guy, maybe you could come up with solutions to all the problems. But why?  If you were approaching this saying, ""I see these flaws in the way accounting is done today. I have an idea for a new, better way to do accounting"", I'd say good luck, you have a lot of work ahead of you working out all the details to make a fully functioning system, and then persuading others to use it, but if you really do have a better idea, maybe you can revolutionize the world of accounting. But, ""The present system is too much trouble and I don't want to bother to learn it"" ... I think that's a mistake. The work involved in inventing your own system is going to end up being way more than what it would take to learn the existing system. As to, Aren't liabilities a lot like assets? Well, in a sense I suppose. A credit card is like a checking account in that you can use it to pay for things. But they're very different, too. From an accounting point of view, with a checking account you buy something and then the money is gone, so there's one transaction: reduce cash and increase office supplies or whatever. But with a credit card there has to be a second transaction, when you pay off the charge: So, step 1, increase debt and increase office supplies; step 2, decrease debt and decrease cash. Credit cards charge interest, well you don't pay interest to use your own cash. Etc. One of the beauties of double-entry book-keeping is that every transaction involves a debit and a credit of equal amounts (or a set of debits and credits where the total of the debits equals the total of the credits). If you combine assets and liabilities into, whatever you call it, ""balance accounts"" say, then some transactions would involve a matching debit and credit while others would involve a positive debit and a matching negative debit and no credit. I'm sure you could make such a system work, but one of the neat built-in protections against error is lost. There's a very logical distinction between things that you have or that others owe you, and things that you owe to others. It makes a lot of sense to want to list them separately and manage them separately. I think you'd pretty quickly find yourself saying, ""well, we have two types of balance accounts, those that represent things we have and which normally have positive balances, which we list on chart A, and those that represent things we owe and which normally have negative balances, which we list on chart B"". And before you know it you've just reinvented assets and liabilities." I use GNUCash. It's a bit more like Quickbooks than plain Quicken, but it's not all that complicated. Probably the most difficult part is understanding the idea of income accounts.  Benefits: For short term planning, I use scheduled transactions. If I'm spending more than I have, it'll show up here. Every paycheck and dollar spent or invested is recorded with the exact date I anticipate it will happen, 30 days in advance. If that would overdraw my checking account, the Future Minimum Balance field will go negative and red. This lets me move float to higher interest savings and retirement funds, and avoids overdraft fees or other mishaps. By looking 30 days ahead in detail, I have enough time to transfer from illiquid assets. For longer term planning, I keep a spreadsheet around that plans out annual expenses. If I'm spending more than I earn, it shows up here. I estimate everything: expenses, savings, taxes, and income. I need this because I have a lot of expenses that are far less frequent than monthly or paycheck-ly. The beauty of it is that once I've got it in place, I can duplicate the sheet and consider tweaks for say taking a new job or moving, or even just changing an insurance plan (probably less relevant for those with access to NHS). Especially when moving to take a new job, it's not as straightforward as comparing salaries, and thus having a document for the status quo to start from lets you focus on the parts that changed. "I don't know if this is ""valid"" from a bookkeeping/accounting standpoint, but I'm just trying to keep records for myself so this works for me unless someone has another suggestion. I created two Expense accounts for the HSA (Roth, etc would work the same way): (""CY"" meaning current year.) When I make a $50 contribution, I enter the following splits: When you look at this in the Accounts tab, it shows the parent account with a zero balance (because the subaccount balance is positive and the parent account is negative). The subaccount has the balance accumulated so far; this lets me see the YTD contributions to my HSAs. At the end of the year I will make a closing transaction in the opposite direction (for whatever the total balance of the CY account is): This will zero-balance these two accounts. The only complication I see remaining is the issue of making contributions for the prior year during the January-April time frame. I don't generally make current-year contributions followed by prior-year contributions, so I can just wait to enter the closing transaction until I know I'm done with prior-year contributions." If held in one savings account, how can I easily manage what percentage is planned for which   purpose? I used a spreadsheet for some years, but found it clumsy for everyday use. Thus I wrote some software which my wife and I use for our short-term as well as long-term planning, available at http://budgeter.sourceforge.net. It specifically helps with splitting the money in one or several accounts into logical categories. (The software is not the most user-friendly ever, so there may be better suggestions that follow, but it works well for us. Please feel free to suggest improvements to it as well.) "You don't want to set up your investment account as a savings or spending (budget) account.  There are a couple of reasons.  First, investment account balances change daily based on the market.  If you set it up as a budget account, then your budget category balances would need to have money added or removed from them daily as the market value changes.  Second, because you are investing for retirement, this money will be untouchable for many years; there is no need to include that in your spending budget. Instead, enter your monthly investment amount as an expense transaction (not a transfer to another budget account).  If, for example, you are sending $400 per month to your retirement account, just enter that as a monthly $400 expense out of your checking account, assigning it to a Retirement category.  That money then leaves your budget. If you want to see the value of your investment account in YNAB (so that your Net Worth is accurate), add the account as an investment account.  The value will not affect your budget categories, but it will affect the net worth on the ""All Accounts"" page.  Either set it up as an online account so that the balance will update automatically, or add it as a manual account and simply update the balance manually when you get your monthly statement." "If you are using software like QuickBooks (or even just using spreadsheets or tracking this without software) use two Equity accounts, something like ""Capital Contributions"" and ""Capital Distributions"" When you write a personal check to the company, the money goes into the company's checking account and also increases the Capital Contribution account in accordance with double-entry accounting practices. When the company has enough retained earnings to pay you back, you use the Capital Distributions equity account and just write yourself a check. You can also make general journal entries every year to zero out or balance your two capital accounts with Retained Earnings, which (I think) is an automatically generated Equity account in QuickBooks. If this sounds too complex, you could also just use a single ""Capital Contributions and Distributions"" equity account for your contributions and distributions." One approach would be to create Journal Entries that debit asset accounts that are associated with these items and credit an Open Balance Equity account. The value of these contributions would have to be worked out with an accountant, as it depends on the lesser of the adjusted basis vs. the fair market value, as you then depreciate the amounts over time to take the depreciation as a business expense, and it adjusts your basis in the company (to calculate capital gains/losses when you sell). If there were multiple partners, or your accountant wants it this way, you could then debit open balance equity and credit the owner's contribution to a capital account in your name that represents your basis when you sell. From a pure accounting perspective, if the Open Balance Equity account would zero out, you could just skip it and directly credit the capital accounts, but I prefer the Open Balance Equity as it helps know the percentages of initial equity which may influence partner ownership percentages and identify anyone who needs to contribute more to the partnership. "As advised you need to budget, but there are a few simple things you can do to make it easier. Work out how much your fixed bills are every month, for example, council tax, gas and electric, mortgage and rent etc. On pay-day, move an amount of cash equal to this into another bank account when you get paid.  It's easier if this other account, let's call it a bills account, can pay the bills automatically via direct debits, you can then forget about it. Now your budget should tell you how much you spend on things that are more variable, food, fuel, travel etc.  Again on pay-day, move an amount of cash aside to cover this (plus a small buffer amount) into another account. Whatever is now left in your main account is yours to spend or save as you see fit.  You just need to make sure you are sticking to your budget and it's as easy as that.  If you cannot pay direct debits from the other accounts you just need to move the money over to cover them when they need paying. Most banks will let you set up extra accounts so you can mvoe the money easily using internet banking or by a monthly standing order.  If they won't let you have several ""current"" accounts you can use savings accounts but will need to manually move the money around as the bills are due.  If you get all your direct debits to debit on pay-day, that makes it even easier. If you are struggling for money then prioritise paying off debt first and prioritise the debt with the highest interest rate." "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."