How to use this template
- Download the CSV. Sample rows are labeled [EXAMPLE] in Description and EXAMPLE- in Reference.
- Replace the samples with your invoices and expenses. Use the invoice or receipt number in Reference.
- Record client payments as positive Income. Record software, contractors, and tax payments as negative Expense.
- If you pay yourself, use Type Transfer between Business Checking and a personal account — not Income.
- Keep Category specific enough for a Schedule C style review (Software, Office, Travel, Taxes, Client income).
- One invoice = one income row on the date money actually arrived, not the date you sent the invoice.
Example rows
Fictional contractor activity only. Rows are marked [EXAMPLE] / EXAMPLE- and are not real client or vendor records.
| Sample | Date | Description | Amount | Currency | Category | Type | Account | Reference |
|---|---|---|---|---|---|---|---|---|
| Example | 2026-04-02 | [EXAMPLE] Invoice 1048 — Northwind Design | 2400.00 | USD | Client income | Income | Business Checking *2201 | EXAMPLE-INV-1048 |
| Example | 2026-04-03 | [EXAMPLE] Adobe Creative Cloud | -59.99 | USD | Software | Expense | Business Checking *2201 | EXAMPLE-SUB-ADBE |
| Example | 2026-04-05 | [EXAMPLE] WeWork day pass | -49.00 | USD | Office | Expense | Business Checking *2201 | EXAMPLE-COWORK-0405 |
| Example | 2026-04-08 | [EXAMPLE] Invoice 1049 — Blue Harbor LLC | 1800.00 | USD | Client income | Income | Business Checking *2201 | EXAMPLE-INV-1049 |
| Example | 2026-04-10 | [EXAMPLE] Q1 federal estimated tax | -900.00 | USD | Taxes | Expense | Business Checking *2201 | EXAMPLE-TAX-Q1 |
| Example | 2026-04-12 | [EXAMPLE] Zoom Workplace | -15.99 | USD | Software | Expense | Business Checking *2201 | EXAMPLE-SUB-ZOOM |
| Example | 2026-04-15 | [EXAMPLE] Owner draw to personal checking | -1200.00 | USD | Owner pay | Transfer | Business Checking *2201 | EXAMPLE-DRAW-0415 |
| Example | 2026-04-18 | [EXAMPLE] Amtrak — client onsite NYC | -89.00 | USD | Travel | Expense | Business Checking *2201 | EXAMPLE-TKT-AMTK |
The downloaded file contains only the eight data columns. The Sample label is shown here so example rows stay obvious on the page.
Usage guidance
- Do not net a client payment against an expense on the same line. Split them so reports stay honest.
- Quarterly estimated tax is an Expense with Category Taxes, even though it is not a “purchase”.
- Subscriptions should repeat monthly with a stable Description so you can spot duplicates.
- If a client pays in a different currency, put that code in Currency and convert later in your books — do not silently rewrite Amount.
- When the file is complete, import it into a BudgetPilot business workspace or convert a bank PDF into this shape first.
Convert a statement, then import
Starting from a PDF or a bank-specific export? Use the bank statement converter to get a CSV, map it onto these columns, then create a free BudgetPilot account to import the file into a workspace.
Other CSV templates
- Bank statement CSV template — A simple, BudgetPilot-ready layout for reconstructing a checking or savings statement when your bank export is messy, incomplete, or locked in PDF.
- Stripe transaction CSV template — A compact ledger that mirrors how money moves through Stripe: gross charges, processing fees, refunds, and payouts to your bank — each on its own row.
- PayPal transaction CSV template — A seller-friendly CSV that separates PayPal receipts, platform fees, buyer refunds, and withdrawals to your bank so balances reconcile.