How to Split Purchase on “Share Expenses” template.

I’m trying to use this template to manage expenses of an upcoming project. There are 2 parties involved in the project. Some expenses we will split and others one of us will pay outright. My question is how can I show that we split a purchase?


Attached is a screenshot to try to help explain better. The first item is “QB Kit Deposit” which is an expense that we split and both paid 50% of. The next item is “QB kit” which will only be paid by one of the parties and not split. Is there a way to have some of the “Paid By” columns represent the split of a purchase and some of them show 100% payment by one party?

Posted on Apr 22, 2023 11:11 AM

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Question marked as Top-ranking reply

Posted on Apr 22, 2023 1:36 PM

This would take a complete rewrite for the general case where expenses may be shared at different percentages per person. But if the choices are 100% or equally shared, here is a crack at it:


To indicate someone has the entire expense, in column A of the Expenses table add " - " followed by the person's name. They don't have to be the one who paid for it (the name in column C may be different). Make sure not to use the three characters " - " in that order anywhere else in the name of the expense. I could have written the formula to handle that but it would have been more complicated.


Expenses table:


E2 =IF(COUNTMATCHES($A2," - ")>0,0,D2÷COUNTA(People::A))

fill down to complete the column

If the expense has " - " in it then the shared expense is 0, otherwise it uses the same formula as the original template.


People table:


I unhid the % Owed column. You can hide it again later. I needed to be able to click on it.

I added new columns C and D


C2 =IF($A2="","",SUMIF(Expenses::A,REGEX(" - "&$A2),Expenses::D))

D2 =IF($A2="","",Expenses::E$7)

E2 =IF($A2="",0,C2+D2−B2)

Fill down with those to complete the columns

C looks for " - " followed by the person's name in each expense name and sums those expenses.

D is simply a copy of the total from the Expenses table.

E is amount owed minus amount paid


G1 =OFFSET($A$1,COLUMN()−6,0)

Fill right to complete the header row


G2 =IF(OR(G$1="",$A2=""),"",MAX(XLOOKUP(G$1,$A,$E)×$F2,0))

Fill across and down to complete the table


You may have to change some formatting and get rid of the conditional highlighting and custom format in the new columns.


I used Copy Style and Paste Style to get the "owed/due" format into G2 and that whole grid of cells.


I did not test this extensively. I hope I got it all correct.




1 reply
Question marked as Top-ranking reply

Apr 22, 2023 1:36 PM in response to Daxton238

This would take a complete rewrite for the general case where expenses may be shared at different percentages per person. But if the choices are 100% or equally shared, here is a crack at it:


To indicate someone has the entire expense, in column A of the Expenses table add " - " followed by the person's name. They don't have to be the one who paid for it (the name in column C may be different). Make sure not to use the three characters " - " in that order anywhere else in the name of the expense. I could have written the formula to handle that but it would have been more complicated.


Expenses table:


E2 =IF(COUNTMATCHES($A2," - ")>0,0,D2÷COUNTA(People::A))

fill down to complete the column

If the expense has " - " in it then the shared expense is 0, otherwise it uses the same formula as the original template.


People table:


I unhid the % Owed column. You can hide it again later. I needed to be able to click on it.

I added new columns C and D


C2 =IF($A2="","",SUMIF(Expenses::A,REGEX(" - "&$A2),Expenses::D))

D2 =IF($A2="","",Expenses::E$7)

E2 =IF($A2="",0,C2+D2−B2)

Fill down with those to complete the columns

C looks for " - " followed by the person's name in each expense name and sums those expenses.

D is simply a copy of the total from the Expenses table.

E is amount owed minus amount paid


G1 =OFFSET($A$1,COLUMN()−6,0)

Fill right to complete the header row


G2 =IF(OR(G$1="",$A2=""),"",MAX(XLOOKUP(G$1,$A,$E)×$F2,0))

Fill across and down to complete the table


You may have to change some formatting and get rid of the conditional highlighting and custom format in the new columns.


I used Copy Style and Paste Style to get the "owed/due" format into G2 and that whole grid of cells.


I did not test this extensively. I hope I got it all correct.




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How to Split Purchase on “Share Expenses” template.

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