Create a monthly bills and income tracker

Everyday AI · Money organizer

What you will make

You will make one reusable tracker that answers five questions:

1. How much income have I received this month?
2. How much have I already paid?
3. Which bills are still unpaid?
4. How much money is left now?
5. How much should remain after every listed bill is paid?

Use Google Sheets if automatic totals are most important. Use Notion if you prefer a clean database with different views. You can build either version without connecting a bank account.

Before you begin

Make a short private list of your income and bills. You only need the description, amount, date, due date and payment status.

The tracker usually needs selected transaction rows or totals, not every page of a statement. If you use a bank statement, make a redacted copy first. Hide:

• your name and address when they are not needed
• bank, card, GCash or Maya account and customer numbers
• passwords, PINs and one-time passwords
• government ID numbers
• QR codes, barcodes and transaction or reference numbers
• balances and transactions that are not needed for the task

You can also type only the needed rows instead of uploading a file. Use a broad payment label such as Cash, Bank, GCash, Maya or Card. The tracker does not need the account number.

Step 1: Use the same fields in either tool

Create these columns or properties in this order:

Field	What to enter
Date	When the item was added or happened
Month	Use YYYY-MM, such as 2026-09
Type	Income or Expense
Category	Salary, Freelance, Electricity, Internet, Food or another useful group
Description	A short name for the income or bill
Amount	Philippine peso amount
Due date	When an expense must be paid
Paid or received date	The actual date money moved
Status	Expected, Received, Unpaid, Paid or To confirm
Recurring	Yes or No
Payment method	Cash, Bank, GCash, Maya, Card or Other
Notes	A short reminder; no private account details

Use Expense for both bills and other spending. The status tells you whether an expense is Unpaid or Paid. This prevents the same payment from being counted twice.

Step 2: Copy the complete build prompt

Paste this into ChatGPT, Claude or Gemini. Replace the two items in brackets.

Help me build a reusable monthly bills and income tracker in [Google Sheets or Notion] for [month year]. Keep it simple enough for a beginner to update every week.

Create one main table with these fields in this order:
1. Date
2. Month in YYYY-MM format
3. Type: Income or Expense
4. Category
5. Description
6. Amount in PHP
7. Due date
8. Paid or received date
9. Status: Expected, Received, Unpaid, Paid or To confirm
10. Recurring: Yes or No
11. Payment method: Cash, Bank, GCash, Maya, Card or Other
12. Notes

Also create a monthly summary that shows:
- income actually received
- expenses already paid
- bills still unpaid
- money left after paid expenses
- money expected to remain after all listed bills are paid

For Google Sheets, give the exact formulas and cell locations for a Transactions tab and a Summary tab. Add dropdowns for Type, Status, Recurring and Payment method. Add a filter for the selected month and highlight unpaid bills that are due within seven days.

For Notion, give the exact property type for every field. Create four views: This month, Unpaid bills, Income and Recurring items. Explain how to use Calculate → Sum at the bottom of the Amount column for each filtered view.

Add five clearly labelled fictional sample rows so I can test the totals. Then give me a short weekly routine and explain how to duplicate the tracker for a new month without deleting the old records.

Use only numbers I provide after the test. Never invent income, fees, balances, due dates or payments. Mark missing details "To confirm". Do not ask for account numbers, card numbers, passwords, PINs, OTPs or government IDs. If I use bank-statement information, remind me to provide only the selected rows or a redacted copy with identity, account, QR, barcode and transaction-reference details hidden.

Step 3A: Set it up in Google Sheets

1. Create a blank Google Sheet.
2. Name the first tab Transactions and the second tab Summary.
3. If Ask Gemini appears at the top right, paste the prompt there. Review its plan before accepting changes. This feature requires an eligible Google Workspace or Google AI plan.
4. If Ask Gemini is unavailable, paste the prompt into a normal AI chat. Copy the headers and formulas into Sheets yourself.
5. Enter the selected month in Summary!B2, such as 2026-09.

If your Transactions columns run from A to L in the order above, these formulas provide a useful check:

Summary item	Formula
Income received	=SUMIFS(Transactions!F:F,Transactions!B:B,$B$2,Transactions!C:C,"Income",Transactions!I:I,"Received")
Expenses paid	=SUMIFS(Transactions!F:F,Transactions!B:B,$B$2,Transactions!C:C,"Expense",Transactions!I:I,"Paid")
Bills unpaid	=SUMIFS(Transactions!F:F,Transactions!B:B,$B$2,Transactions!C:C,"Expense",Transactions!I:I,"Unpaid")
Money left now	=B4-B5 if income is in B4 and paid expenses are in B5
Expected after listed bills	=B4-B5-B6 if unpaid bills are in B6

Your cell positions may differ if you arrange the Summary tab another way. Check the ranges before accepting a formula.

Step 3B: Set it up in Notion

1. Create a new page and choose Table.
2. Use Number with Philippine peso formatting for Amount; Date for the three date fields; Select or Status for Type and Status; and Checkbox for Recurring.
3. Add a view named This month and filter Month to your chosen month.
4. Add Unpaid bills filtered to Type = Expense and Status = Unpaid.
5. Add Income filtered to Type = Income and Status = Received.
6. Add Recurring items filtered to Recurring = checked.
7. At the bottom of the Amount column in each filtered view, choose Calculate → Sum.

Notion shows the same records through different views. You do not need to copy each bill into four separate tables.

Step 4: Test before using real figures

Use these fictional rows first:

Type	Description	Amount	Status
Income	Salary	₱20,000	Received
Income	Freelance project	₱2,000	Expected
Expense	Electricity	₱1,850	Unpaid
Expense	Internet	₱1,499	Paid
Expense	Groceries	₱3,000	Paid

The selected-month summary should show:

• Income received: ₱20,000
• Expenses paid: ₱4,499
• Bills unpaid: ₱1,850
• Money left now: ₱15,501
• Expected after the listed unpaid bill: ₱13,651

Recheck these amounts with a calculator. If your tracker gives a different result, fix the filters or formulas before replacing the examples.

Step 5: Use it every week

1. Add new income and expenses.
2. Change Expected to Received when income arrives.
3. Change Unpaid to Paid and enter the paid date after paying a bill.
4. Check bills due in the next seven days.
5. Compare the summary with your receipts and statements.

For a new month, keep the old records. Add new rows with the new YYYY-MM value, or duplicate recurring rows and update their dates and status. Keeping earlier months lets you compare spending over time.

Before you rely on the totals

• Check every amount, due date and status against your own record.
• AI can place a formula in the wrong cell or count a row twice.
• This tracker is for planning. It is not a bank statement, accounting record, tax calculation or financial recommendation.
• If you use a statement, share only the rows you need or a redacted copy. Temporary or incognito chat settings can reduce some retention or model-improvement use, but they do not replace redaction.

Official help: Gemini in Google Sheets · Google Sheets tables · Notion database views and filters · ChatGPT Temporary Chat · Gemini Apps privacy · Claude model-improvement privacy

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