Pivot Expense Split for multi-account and multi-currency tracking and splitting

Pivot Expense Split is a Google Sheet add-on designed for multi-currency and multi-account expense tracking. It provides a user-friendly form for entering expenses, which will be logged in a journal. Splits are calculated based on user input and displayed in another tab, ready for creating dashboards with Google Sheets' pivot tables and charts.

Frequently asked questions

What is Pivot Expense Split? 

Pivot Expense Split is a powerful Google add-on for managing expenses, splits with flexibility and clarity. It supports comprehensive splitting options:

• name for equal splits.
• name+99 for a person contributing $99 more (e.g., Alice+5).
• name-99 for a person contributing $99 less (e.g., Bob-5).
• name*9 for a person paying a multiple of the amount (e.g., Alice*2 for double, Alice*0.5 for half).
• name=99 for a fixed amount (e.g., Charlie=50).
• name=99% for percentage contributions (e.g., Dave=40%).

For scenarios like taxes and tips, where fixed contributions fall short of the total, deficits are automatically prorated. The add-on logs these calculations, ensuring transparency and enabling robust analysis with Google Sheets.

How is it different from other App?

Unlike standalone apps, Pivot Expense Split stores data in your Google Sheets, allowing you to:

• Customize input data, such as dropdown lists.
• Build personalized reports and charts.
• Use the full range of Google Sheets features for flexibility.

It is free and there are no ads. What is the catch?

There’s no catch! Our add-ons are free, and we rely on users' support and job opportunities to sustain development.

Does it support mobile?

Yes. Pivot Expense Split can be used on mobile devices through the Google Sheets app or a browser. Both desktop and mobile users can seamlessly input expenses and submit using the Submit checkbox which has onEdit trigger to process the input at server side.

Does it support offline?

Yes, you can enable Google Sheets' "Make available offline" feature. Users can replicate the input form or manually log expenses in the Journal tab while offline. A "Resplit Journal" function is provided for reprocessing expenses. 

How to install?

1. Visit the Google Workspace Marketplace and install the Pivot Expense Split.
2. After the installation step 1 of  2, complete the additional setup step 2 of 2. 

How to use?

1. Enter the expense, transfer, or settlement in the Input form. Click the Ready checkbox which will uncheck if input is posted successfully. The checkbox works on both desktop Sheet and mobile Sheet. Please allow several seconds for sending the data to cloud and for this add-on to update. If input has repeating frequency, the date will be updated and input data are not cleared except the amounts. 

   Repeating Frequency Format 

   Use a format like nx, where:

   • n = number,
   • x = d (days), w (weeks), m (months), or y (years)
              Examples:
   
   • d: daily (excluding weekends)
   • 1d: daily (including weekends)
   • 2w: every two weeks

   For monthly (m) and yearly (y) tasks, if the date is within 3 days of month-end, the next date will also stay close to month-end.

2. Use the dashboard to track balances, such as available cash and owes/owed amounts.
3. For credit card expenses, update exchanged amounts in the Journal tab and run "Resplit Journal" to update all balances.
4. For foreign cash exchanged before trip, split the cash exchange to the base currency for members to settle (see use case 1)
5. For changing the split, update the splits in Journal tab and run the "Resplit Journal" (see use case 2)
6. Check the dasboard on owe/owed and enter transfer to settle.

Use Case 1

1. Alice organized the trip. Before going, she went to bank and exchanged JPY 150,000 with CAD 1,325. At the end of the trip, Alice wants to use that CAD amount to settle with Bob who used JPY 40,000 and Dave who used JPY 60,000.  

Solution: Alice can enter below to the input form:

From : Alice                To: 

Currency: JPY             ➽   CAD

Amount: 150,000        ➽   1,325

Split among: Bob=40000 Dave=60000

The owe/owed amounts in JPY on Alice, Bob and Dave will be exchanged to the CAD amounts accordingly.

Use Case 2

Dave ate a lot during the trip, instead of equal split, he wants to pay 10% more so that Alice who ate less can play 10% less.

Solution: Alice can go to the Journal tab, change all the equal splits from "Alice Bob Dave" to "Alice*0.9 Bob Dave*1.1" and run the resplit function. All owe/owed amounts will be updated.

Use Case 3

Alice transferred some JPY to Bob and Dave so that they can buy thing themselves. Bob and Dave input their expenses to the sheet. As organizer, Alice wants to keep tract of  how much JPY cash that they all still have.

Solution: Alice can go to the dashboard tab and find from the Account balance pivot table.

Related posts:

Pivot Expense Split setup

Pivot Expense Split template for personal income and expenses

Pivot Expense Split template for household income and expenses

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