We asked industry experts to share one instance where tracking their spending habits led to a positive change in their finances. Here are the tools and methods they used and what they learned in the process. Learn how to monitor your expenses effectively and make informed decisions to improve your financial health.
- Reallocate Budget for Impactful Areas
- Use YNAB for Real-Time Budgeting
- Track Spending with Mint
- Consolidate Finances with Monarch Money
- Use Notion for Expense Tracking
- QuickBooks Enterprise Saved My Business
- Cancel Unused Subscriptions with Rocket Money
- Track Spending with Google Sheets
- Brew Coffee at Home
- Cancel Redundant Travel Subscriptions
- Save with Acorns Round-Up Tool
- Cut Restaurant Spending with Fortune City
- Track Boating Expenses with Budgeting App
- Weekly Spending Check-Ins with QuickBooks
- Monitor Spending for Long-Term Wealth
Reallocate Budget for Impactful Areas
One eye-opening moment in my financial journey came when I started tracking my daily expenses during the early days of building my business. I was pouring a lot of resources into marketing, subscriptions, and tools without a clear view of where the money was going.
I began using a simple Google Sheet to log every expense, along with a free budgeting app called Walnut. Within just two weeks, I noticed that I was spending unnecessarily on overlapping software tools and ad campaigns that weren’t bringing in real results.
By cutting out what wasn’t adding value, I was able to reallocate that budget toward more impactful areas like improving student onboarding and running targeted lead ads that actually worked.
The biggest lesson? What gets tracked gets managed. Tracking my spending helped me become intentional with every rupee and build a leaner, more focused business. It’s a habit I still maintain, and it’s made a huge difference in both my personal and professional finances.
Harikrishnan A
Commonwealth Chess Player and Founder of Chesseasy Academy, ChessEasy Academy
Use YNAB for Real-Time Budgeting
One personal finance app that completely changed how I manage money is You Need a Budget (YNAB). The standout feature? Real-time category balancing. Instead of waiting until the end of the month to see where my money went, every purchase instantly updates my budget, showing exactly how much I have left in each category.
Before using it, I’d often overspend in small ways—grabbing extra takeout or impulse shopping—without realizing how quickly it added up. Seeing my “Dining Out” or “Entertainment” funds shrink in real time made me pause and rethink spending decisions, while watching my savings category grow gave me extra motivation to stay on track.
Why It Works:
- Instant Feedback – Every dollar spent updates the budget immediately, eliminating surprises.
- Encourages Smarter Spending – Real-time tracking helps avoid overspending by showing category balances at a glance.
- Prioritizes Future Goals – The system ensures every dollar has a job, making saving feel just as rewarding as spending.
Since switching to this method, my savings have grown faster, and I no longer stress over unexpected expenses. Instead of reacting to my finances, I now plan ahead with confidence. If you’re looking for a budgeting tool that keeps you accountable and makes money management feel effortless, real-time tracking is the key.
Ahmed Yousuf
Financial Author & SEO Expert Manager, CoinTime
Track Spending with Mint
A while back, I realized my money was disappearing faster than I expected. Despite earning a steady income, I often found myself short by the end of the month. That’s when I decided to track my spending.
I used Mint, a budgeting app that categorized my expenses automatically. Within weeks, I saw the issue—too much money was going toward takeout and impulse buys. Each small purchase seemed harmless, but together, they drained my funds.
To fix this, I set limits, started meal prepping, and followed a 48-hour rule before making non-essential purchases. The results were immediate—I saved more and even built an emergency fund within months.
The biggest lesson? Tracking expenses creates awareness, and awareness leads to better decisions. If you want to take control of your money, start tracking. A simple habit can transform your finances.
Mohd Adnan
Senior Analyst, esgbook
Consolidate Finances with Monarch Money
Managing my finances used to feel like I was constantly playing catch-up—especially with personal investments, business operations, and royalty income all pulling in different directions.
I remember one quarter when unexpected capital expenditures at the company overlapped with a major real estate closing on the personal side. Because I didn’t have a clear, unified picture, I nearly overextended liquidity and had to pull from reserves I hadn’t planned on touching. That was a wake-up call.
The turning point came when I implemented Monarch Money to manage personal and investment tracking, alongside QuickBooks Online for the business. Monarch gave me a consolidated snapshot of all accounts—oil royalties, private equity, real estate, even tax withholdings—while QuickBooks kept our operational books clean and audit-ready.
I also worked with my team to build a custom financial dashboard that tracked monthly distributions, emergency reserves, and investment commitments across entities. That setup turned chaos into clarity.
One key takeaway I’d offer any entrepreneur juggling multiple financial layers: build a system that shows everything in one place, even if the accounts are separate. Don’t rely on memory or monthly statements—get proactive with tools that surface patterns early.
Since making this shift, I’ve been able to make faster, more confident decisions around scaling, investing, and risk management. It’s not just about tracking money—it’s about regaining control over your time and long-term strategy.
Ryan Moore
Founder & CEO, Pheasant Energy
Use Notion for Expense Tracking
A few years ago, I realized I was losing track of small, recurring business expenses that were quietly piling up—subscriptions, SaaS tools, and ad boosts that weren’t delivering real ROI.
I started using Notion paired with a simple monthly Google Sheets tracker to log every expense under categories manually. Within two months, I noticed patterns—tools we weren’t actively using, duplicate software, and overspending on low-converting ads.
We trimmed about 18% of unnecessary expenses just by staying aware. That saving went straight into scaling our more impactful initiatives, like team training and high-performing campaigns.
I learned that awareness is power. You don’t need fancy finance tools—just discipline, clarity, and the willingness to review your numbers regularly. It’s amazing how a little tracking can give you back both control and confidence.
Kritika Kanodia
CEO, Write Right
QuickBooks Enterprise Saved My Business
The COVID pandemic hit my business like a freight train. Nobody saw it coming, and many businesses around me folded. What saved us? Honestly, it was the financial tracking habit and emergency fund planning I had developed years before.
I invested in QuickBooks Enterprise to separate must-have expenses from nice-to-haves. The software gave us powerful reporting that clearly showed what we projected versus what we actually spent. Each month, I would review the dashboards and spot places where we were bleeding cash unnecessarily. Those savings went straight into a dedicated contingency account I wouldn’t touch.
When markets tanked, we didn’t lose our nerve. The emergency fund did its job—buying us breathing room while others desperately called banks. Every Monday morning, we would review the numbers and make tough calls—cutting what we could live without but protecting what kept us running. We made sure every dollar went toward keeping the lights on and serving customers.
That discipline became gold when everything else turned to sand. The hours spent staring at those QuickBooks reports paid off in ways I never imagined. Our regular deep-dives into the numbers helped us build the safety net that caught us when we fell.
Now I focus on growth while others still worry about survival. Our emergency fund gives us the confidence to plan ahead instead of just reacting. We’ve turned financial tracking from a chore into our competitive edge. It’s not just about avoiding disaster anymore—it’s about being ready to grab opportunities when everyone else is too scared to move.
Matt Bowman
Founder, Thrive Local
Cancel Unused Subscriptions with Rocket Money
I used Rocket Money to review my spending and realized I was still paying for six subscriptions I no longer used. One was a gym membership I hadn’t visited in months, and another was a streaming service I forgot I even had.
Canceling them freed up $1,200 a year, which I decided to put toward investments instead. Adding that extra money to an index fund felt much better than wasting it on services I didn’t need. This experience made me more mindful of recurring charges and the importance of reviewing them regularly.
I check my subscriptions every few months to make sure I’m only paying for what I truly use. A simple audit turned into a big financial win, and forgotten charges won’t slip through again.
Adrian Iorga
Founder, 617 Boston Movers
Track Spending with Google Sheets
A few years back, I began using a basic Google Sheet to jot down every cost for a month—no apps, just old-style entry. One week in, I saw I was going to coffee spots almost each day, adding up to over $120/month. I switched to making coffee at home, which brought it down to around $20. The extra cash helped me start an emergency fund I had been delaying for years. Writing down every cost added just enough of a hurdle to make me think twice about each buy. What I found out: knowing beats auto when you’re aiming to fix your spend habits. Once I got strict, I moved to a more auto tool (Monzo) but that first sheet phase had the biggest effect.
Ollie Smith
CEO, VATcalculators
Brew Coffee at Home
I tracked daily spending with YNAB and realized I was spending $5 on coffee twice a day without thinking much about it. Brewing coffee at home seemed like a small change, but those savings added up fast.
In twelve months, I had an extra $1,500, which covered a long-overdue vacation. I gained a whole new perspective on my spending patterns after seeing how small costs could result in significant savings. Knowing that even the smallest adjustments can lead to significant financial gains made it easy to start assessing every little purchase.
Jerry Han
CMO, PrizeRebel
Cancel Redundant Travel Subscriptions
One specific moment where tracking my spending made a major impact was when I discovered I was quietly leaking money through overlapping travel-related subscriptions. I travel frequently and assumed my expenses were under control, but after using a finance tracking app, I uncovered a pattern of small, recurring charges that had gone unnoticed.
It turned out I was paying for multiple travel insurance plans—one through my credit card, one bundled with a booking app, and another standalone policy. I also found I had several media streaming services I’d signed up for during flights or layovers that were still billing me months later.
By canceling these redundant charges and routing all future subscriptions through a single virtual card, I cut over $350 per month in recurring costs. I also set up an automation that notifies me whenever a new subscription charge appears, so nothing slips through.
In total, this audit saved me more than $4,000 a year—and more importantly, it gave me back peace of mind. Tracking your spending isn’t just about cutting costs—it’s about creating control and clarity, especially when life moves fast.
Murray Seaton
Founder and CEO of Hypervibe / Health & Fitness Entrepreneur, Hypervibe (Vibration Plates)
Save with Acorns Round-Up Tool
Using the Acorns app, I rounded up every transaction to the nearest dollar and didn’t think much of it at first. Checking my balance later, I was surprised at how quickly those small amounts had added up.
In just a year, I had saved $800 without making any major lifestyle changes, giving me the perfect start to an emergency fund. Seeing that money grow effortlessly motivated me to be more intentional about saving, so I started adding small manual contributions whenever possible.
What began as a passive way to save spare change turned into a powerful habit that gave me extra financial security. This experience showed me that even the smallest savings strategies can have a big impact over time. Recommending round-up savings tools has become second nature when talking to anyone looking for an easy way to build financial stability.
Joe Schaeppi
CEO & Co-Founder, Solsten
Cut Restaurant Spending with Fortune City
It’s easy to overspend in the stressful marketing world. I once realized my personal spending was getting out of hand—especially on dining out and small impulse buys. In order to keep track of every dollar, I decided to install an expense-tracking app on my phone. The one I used is called Fortune City; it turns expense tracking into a game by allowing you to build a virtual city as you log costs. For months, I tracked everything thoroughly—$5 morning coffee and $120 dinner with a client. By the time I was finished, I realized I’d spent $450 in a month just on eating out—almost 25% of my monthly income! That pushed me to cut back and redirect funds toward a savings goal.
I cut my restaurant spending by 60%, saving $270 the following month. It was Fortune City’s playful approach that kept me consistent, and I learned just how quickly small expenses add up. Regardless of whether it’s gamified or straight-up, choose a tool that resonates with your approach and check in once a week on your spending. Numbers don’t lie, and seeing them clearly can spark real financial wins.
Sofia Wang
Sr. Marketing Specialist, Luxury Appliances Division, EMPAVA
Track Boating Expenses with Budgeting App
One instance where tracking my spending habits led to a positive financial shift was when I started closely monitoring costs tied to boat maintenance, gear, and weekend outings. Boating is an incredible lifestyle, but like any hobby, expenses can stack up quickly—especially if you’re not paying attention to recurring purchases like fuel, launch fees, marina costs, or even new electronics and accessories that seem minor in the moment.
I began using a simple budgeting app to categorize all boating-related expenses separately from personal or household spending. It didn’t take long to spot a pattern—small, frequent purchases at marine supply stores and unnecessary upgrades that weren’t truly improving the experience. Once I saw it all laid out, I set monthly limits and prioritized spending on things that mattered most, like routine engine service and safety equipment, instead of impulse buys.
The positive change was immediate. I stayed well within budget, felt more in control, and still enjoyed everything I love about being on the water. More importantly, I realized that being a responsible boater isn’t just about how you handle your vessel—it’s also about how you manage the lifestyle financially. For anyone serious about boating long-term, tracking spending helps keep it sustainable without sacrificing the fun.
Jani Gyllenberg
Innovation & Business Development Manager, Marine Connection
Weekly Spending Check-Ins with QuickBooks
One big turning point for me was when I started tracking my spending every single week.
Before that, I was only looking at my numbers once in a while, and it always felt overwhelming. But once I committed to a weekly money check-in, everything changed. I used QuickBooks for my business and a simple Google Sheet for my personal spending.
By checking in weekly, I started noticing patterns—like small subscriptions adding up or weeks where I wasn’t bringing in as much income but still spending the same.
That awareness helped me:
- Cut back on unnecessary expenses
- Plan ahead for slower weeks
- Start saving consistently for taxes and goals
What I learned? Tracking more frequently gives you control. You stop feeling reactive and start feeling intentional with your money.
Cindy Kumar
CEO, CPA, Fractional CFO, Elevated Accounting
Monitor Spending for Long-Term Wealth
Years ago, I had something of a wake-up call—not because I was financially awful, but because I wasn’t entirely walking the walk. I always advise clients to monitor their spending. But to be honest, I wasn’t doing it myself with great consistency. So, I decided to change that.
Nothing fancy—I opened a plain spreadsheet and began writing down each and every dollar I spent. Coffee runs, random Amazon purchases, takeout on nights when I didn’t feel like cooking…it all went in there. A month later, the numbers gave a pretty clear idea of where I stood: my “small” spending on food and convenience was adding up. And not in a good way.
Knowing that inspired me to make some changes. I didn’t quit going out entirely, but I began to be purposeful. We started meal prepping on Sundays. I even unearthed a few recipes I hadn’t made in years. The money I saved? I dumped it directly into my Roth IRA. It wasn’t life-changing, but it was good—like I was back in the driver’s seat.
What I learned, and share with clients now more than 10 years later, is this: awareness is powerful. Complex software or a degree in finance are not needed to understand your habits. Just start somewhere. Pay attention. Review it regularly. Sometimes just small adjustments can create momentum, and the beautiful part is you will be surprised how far that can take you.
Harold Wenger Jr.
Partner, Wealth Manager, Kingsview Partner
