For years, budgeting apps handled my finances. Automatic transaction imports, instant categorization, push notifications. It was convenient. It was also passive.
After switching to spreadsheets, something unexpected happened: I actually understood my money for the first time. That shift - from passively watching an app do the work to actively engaging with every transaction - changed everything about how I relate to spending and saving.
What Made Me Leave
The decision to leave apps behind came from three frustrations that compounded over time. Each one alone might have been tolerable, but together they painted a picture of a system that wasn’t actually serving my needs.
The privacy problem came first. Every budgeting app with auto-sync needs your bank credentials. That data flows through third-party aggregators, sits on company servers, gets used in ways privacy policies vaguely describe. I started reading those policies more carefully and found myself uncomfortable with what I was agreeing to.
Then came the passive problem. Automatic categorization meant I never looked at transactions. Money came in, went out, the app sorted it. I checked totals occasionally. But I wasn’t budgeting - I was observing an app budget for me. The convenience that initially attracted me had become a barrier to actual financial awareness.
The control problem sealed it. Want a category that doesn’t exist? Too bad. Want to track something the app doesn’t support? Find a workaround. With apps, you work within their system. With spreadsheets, you build yours. That distinction matters more than it might seem at first.
What Changed After Switching
The differences showed up within the first few weeks. Some were expected - the control and privacy benefits I’d hoped for. Others surprised me.
I see every transaction now. Manual entry means looking at each expense. That coffee, that impulse purchase, that forgotten subscription. The friction became the feature. Where apps hid spending in automated categories, spreadsheets force acknowledgment.
Categories match my life. My spreadsheet has “Dog stuff,” “Home projects,” and “Stupid purchases I regret.” Try getting those in an app. This customization extends to how I think about money - the categories reflect my actual priorities, not some app designer’s assumptions about how people spend.
Historical data is mine forever. Five years of data in my own files. No app shutdown deletes it. No subscription expiration locks me out. After watching Mint disappear and seeing users scramble to export data, this matters more than ever.
The privacy anxiety disappeared. No bank credentials with third parties. No wondering what happens to my data. It’s a weight I didn’t realize I was carrying until it was gone.
The Tradeoffs Are Real
This approach isn’t without costs. Being honest about them matters - spreadsheet budgeting works for some people and not others, and that’s fine.
Time is the main investment. Expect 10-15 minutes weekly for transaction entry. For some, this feels like a burden. For others, it’s a small price for the awareness it creates. Where you fall on that spectrum determines whether this approach fits.
Mobile convenience takes a hit. Spreadsheets on phones are clunky at best. One workaround: note expenses in a phone app during the week, then batch-enter on a computer. Not as seamless as a dedicated budgeting app, but workable.
Real-time balance checking isn’t what spreadsheets do. Bank apps handle that well. Use the spreadsheet for budgeting and planning - for understanding where money went and where it’s going - not for checking whether a purchase will clear.
There’s a learning curve. Building a functional budget spreadsheet takes some knowledge. Using templates eliminates most of this friction, but customization still requires basic spreadsheet skills.
My Weekly Routine
The system runs on consistency more than complexity. Sunday evening works for me - fifteen minutes before the week starts, usually while something’s on TV in the background.
The process: open bank and credit card apps, enter transactions from the week, review category totals, note anything surprising. That’s the entire system. No elaborate ritual, no detailed analysis sessions. Just a brief weekly check-in that creates more financial awareness than any app ever did.
The consistency matters more than the specific day or time. Some people prefer Friday nights to close out the week. Others do it Monday mornings. What matters is that it happens regularly. Skipping a week isn’t catastrophic - just means catching up on two weeks of transactions next time - but the habit makes everything easier.
Who This Approach Fits
Not everyone will thrive with spreadsheet budgeting, and that’s fine. The goal isn’t converting everyone - it’s helping you figure out if this approach matches how you think about money.
Spreadsheets tend to work well for privacy-conscious users who don’t want bank credentials with third parties, for people wanting complete control over their system, for those frustrated by app limitations and workarounds, and for anyone already paying for premium app features they’re not sure are worth it. If you’ve ever thought “I wish this app would just let me…” then spreadsheets probably appeal to you.
Apps may work better for complete beginners who need the lowest possible friction, for people who genuinely won’t do manual entry regardless of the benefits, and for those who value mobile convenience above other factors. There’s no shame in that - the best budgeting system is the one you’ll actually use.
Getting Started
If you’re considering the switch, there are several paths depending on how much work you want to do upfront.
Starting with a template is the lowest-friction option. It provides structure you can customize over time. Most people start here and modify as they learn what they need.
Building from scratch takes more initial work but gives complete customization from day one. If you have specific ideas about how you want to track money, this approach lets you implement them exactly. Expect a few iterations before the system feels right.
The hybrid approach uses services like Tiller to pull transactions into Google Sheets automatically. You get spreadsheet control with automatic imports - a middle ground for people who want the data ownership and customization of spreadsheets but don’t want to enter transactions manually.
Common Questions
How long does manual entry really take?
Most people find it takes 10-15 minutes weekly to enter a week’s worth of transactions. If you prefer entering daily as purchases happen, it’s more like 2-3 minutes at a time. The weekly batch approach works for most people, but some prefer the daily habit.
Don’t you miss the automation?
Occasionally, yes. There are moments when automatic categorization would be nice. But I don’t miss the passive relationship with my money. The tradeoff - less convenience for more awareness - has been worth it.
Is this realistic for families?
It works for many families. Google Sheets allows multiple editors, so both partners can enter transactions. Some couples divide responsibility by account - one person handles credit cards, the other handles bank accounts. Others take turns on weekly entry. The key is agreeing on the system together.