How to track partnership expenses

1. Keep one record, and only one

Pick one place for all of the partnership's money, and agree that anything not recorded there did not happen. Several notebooks, chats, and files always disagree.

2. Separate business and personal money

Ideally, the business has its own cash box or bank account. When a partner pays a business cost from their own pocket, record it in the business ledger with a note saying who paid.

3. Record it when it happens

Expenses recorded days later are often wrong or forgotten. Make it easy: whoever pays records it on their phone right away. A photo of the receipt is enough to start.

4. Keep the proof

Attach the receipt or invoice to the entry. When a partner asks about a cost months later, the answer is one tap away.

5. Use the same categories every time

Agree on a short list and stick to it. A typical list:

• Stock or raw materials
• Rent
• Salaries and wages
• Utilities: electricity, water, internet
• Transport and delivery
• Maintenance and repairs
• Equipment
• Marketing
• Fees, licences, and taxes

6. Agree on spending limits

For example: any partner can spend up to EGP 5,000 without asking; above that, two partners must agree. Write the limit in your agreement.

7. Review every month together

Close each month: check that everything is recorded, ask questions, fix mistakes, and then agree that the month is final. Only then divide the profit.

Common mistakes

• Recording only large expenses and forgetting small daily ones
• Mixing a partner's personal spending with the business
• Changing last month's numbers after profit was divided
• One partner keeping all the records without anyone else checking

Doing this in Sharaketna

Create your categories once, invite the partners and staff who pay for things, and let them record expenses with a receipt photo, by voice, or by typing. Each sheet goes to review before it is completed, so the whole partnership agrees on the month.

This guide is general information, not accounting or tax advice.