Tired of paying $4.99/month for Splitwise Pro or dealing with group size limits? You can log group expenses, split bills, track IOUs, and manage shared budgets collaboratively using built-in apps like Apple Notes (iOS/macOS) or Google Keep (Android/web)--no downloads, no subscriptions, completely free.
This guide provides step-by-step DIY methods with copy-paste templates, real-world examples for roommates, family households, and group trips, plus pros/cons vs. paid apps. Whether splitting rent, travel costs, or dinner bills, get started in 5 minutes.
Quick Start: Track Shared Expenses in 5 Minutes
Goal: Immediate setup for any group. Copy-paste these templates into a shared note or folder.
Apple Notes Template (iOS)
- Open Notes > New Folder > Share with group (tap Share icon > Add People).
- Create a new note inside: "Shared Expenses Tracker".
- Paste this table (tap table icon to insert):
| Date | Item | Payer | Amount | Split (# People) | Per Person | Balance |
|---|---|---|---|---|---|---|
| 2023-10-01 | Groceries | Alice | $50 | Even (3) | $16.67 | Alice: +$16.67 |
| 2023-10-02 | Dinner | Bob | $75 | Even (3) | $25 | Bob: -$8.33 |
- Hyperlink receipts: Long-press image > Add to Note, or paste URL.
- Track IOUs: Use folders like "IOUs-Alice" for personal debts.
Google Keep Template (Android/Web)
- Open Keep > New Note > Title: "Group Expense Log" > Share (person icon > invite emails).
- Add label: #Expenses. Paste checklist:
-
[ ] Date: Item | Payer | Amount | Split | Balance
- 2023-10-01: Groceries | Alice | $50 | Even/3 | Alice owes -$16.67
- 2023-10-02: Dinner | Bob | $75 | Even/3 | Bob owes +$8.33
-
Reminders: Pin note + add due date (note: migrating to Google Tasks in 2026, use Calendar for alerts).
-
Labels: #Groceries, #Rent, #Travel for filtering.
Update balances manually (e.g., running total column). Share link for real-time collab.
Key Takeaways
- Free forever vs. $3-5/month apps like Splitwise ($39-80/year premiums).
- Real-time collab on iOS/Android--no group limits (unlike Splitwise's 10-person cap).
- Easily track IOUs, household bills, travel expenses with checklists/tables.
- Limitations: Manual math (no auto-calcs like Splitwise); Keep reminders shifting to Tasks app.
Why Use Apple Notes or Google Keep for Shared Money Tracking?
Paid apps like Splitwise (4.6-4.8 stars) sound great but hit pain points: Pro at $4.99/month unlocks unlimited groups (free caps at 10), with annual costs up to $80/year across budgeting tools. Many charge for receipt scans or currencies (150+ in apps).
Mini case study: Roommates tracking rent. Four friends split $2,000 rent + utilities. Splitwise free version limits history; Pro adds up. Notes/Keep? Free shared folder/note tracks payments indefinitely, with hyperlinks to Venmo proofs.
No ads, no data selling--your info stays private. Ratings confirm reliability: Apple Notes is iOS staple; Keep integrates with Google ecosystem.
Apple Notes vs. Google Keep: Which is Better for Group Expenses?
| Feature | Apple Notes (iOS/macOS) | Google Keep (Android/Web) |
|---|---|---|
| Collab | Shared folders (iCloud) | Real-time shared notes |
| Organization | Folders, tables, hyperlinks | Labels, checklists, colors |
| Pros | Offline access, easy receipts | Cross-platform, search/filter |
| Cons | iOS-only | Reminders now via Tasks (2026) |
| Best for | Households (folders for IOUs) | Travel (quick checklists) |
Notes wins for offline/iOS depth; Keep for Android/multi-device speed.
Step-by-Step: Track Shared Expenses in Apple Notes (iOS Tutorial)
- Create shared folder: Notes app > Folders > New Folder ("Household Expenses") > Share > Add People via contact/email.
- New note: "Bill Split Log". Insert table (Aa > Table):
| Date | Item/Category | Payer | Total | Split Method | Per Person | Running Balance |
|---|---|---|---|---|---|---|
| YYYY-MM-DD | Rent | Alice | $2000 | Even/4 | $500 | Alice: -$1500 (owes) |
- Log expense: Tap row > Edit. Hyperlink receipt: Select text > Link > Paste photo URL or attach image.
- Track IOUs: Sub-folder "IOUs" with personal notes, e.g., "Bob owes Alice $30".
- Update balances: Manual running total (e.g., Excel-like formulas not native, but simple addition works).
- Share updates: All see changes instantly; lock note for edits.
Mini case: Household bill splitting. Track electricity ($120, split even), groceries (#Groceries label via text). Balances: Alice +$20 net.
Step-by-Step: Split Bill Tracking with Google Keep (Android Tutorial)
- New shared note: Keep > + > Title "Trip Expenses" > Collaborate > Add emails.
- Checklist format:
- [ ] Date | Item | Payer | Amount | Split | Balance
- 2023-10-01 | Flights | Charlie | $400 | Even/4 | Charlie: +$100
- 2023-10-02 | Hotel | Dana | $300 | Uneven (Dana 50%) | ...
- Add labels: #Travel #IOUs > Color-code (e.g., red for debts).
- Reminders: Tap clock icon (pre-2026); now integrate with Google Calendar.
- Archive settled: Check off + archive.
Mini case: Group trip logging. 4 friends Bali trip: Label #BaliExpenses. Real-time edits during meals.
Google Keep Labels and Reminders for Group Budgets
- Labels: #Rent, #Groceries, #IOUs--filter/search instantly.
- Reminder caution (2026 update): Notifications now via Google Tasks/Calendar. Set recurring events for bills (e.g., "Rent Due").
Templates and Examples for Expense Tracking
1. Roommate Rent Tracker (Notes/Keep Table):
| Month | Rent Paid? | Utilities | Balance Owed |
|---|---|---|---|
| Oct | Alice: Y ($500) | $30 each | Bob: -$500 |
2. Travel Expense Sharing (Keep Checklist):
- [ ] Flights: $400/4 = $100 each (Payer: You)
- [ ] Meals: Cumulative log + #Food label
3. Family Expense Management (Notes Folder): Sub-notes for "Kids", "Groceries"; hyperlinks to receipts.
4. Peer-to-Peer IOUs (Keep Note): "Alice owes Bob $25 (due 10/15)" + reminder.
Mini cases: Family: Weekly grocery splits. IOUs: Friends post-dinner debts.
Apple Notes & Google Keep vs. Paid Bill-Splitting Apps (Pros, Cons, and When to Switch)
| Aspect | Notes/Keep | Splitwise/Tiller |
|---|---|---|
| Cost | Free | $39-80/year |
| Groups | Unlimited | 10 free (Pro needed) |
| Currencies | Manual | 150+ auto |
| Math | Manual | Auto-calcs |
| Ratings | Built-in reliability | 4.6-4.8 stars |
Pros: Free, no ads/data risks, simple for small groups. Cons: No auto-splits (DIY easy). Switch if >10 people or need scans.
Advanced Tips: Real-Time Collaboration, Receipts, and Balances
- Notes: Folders for cash flow ("IOUs-Alice"); hyperlink Venmo screenshots.
- Keep: Colors/labels for multi-currency (manual conversion).
- Balances: Running column: e.g., +$50 payer, -$16.67 others.
- Debt tracking: Dedicated note "Collaborative Debts" for roommates.
- Mini case: Roommates use Keep reminders (via Calendar) for rent.
Limitations and When to Use Dedicated Apps
No auto-math (add manually vs. Splitwise). Keep reminders lost location features (2026). Fine for <10 people; upgrade for large groups/auto-features (Tiller $109/year double-entry).
FAQ
Is Apple Notes or Google Keep a good free alternative to Splitwise?
Yes--for small groups. Unlimited, real-time, no fees.
How do I track IOUs and balances in Apple Notes folders?
Dedicated folders + tables with running totals/hyperlinks.
Can Google Keep handle real-time shared spending logs for travel?
Yes--shared checklists + #Travel labels.
What are the best templates for expense tracking in Notes app?
Tables for Date/Item/Payer/Balance (copy above).
How to use Google Keep labels for group expenses and reminders?
Groceries/#IOUs; reminders via Calendar post-2026.
Does Apple Notes support collaborative money sharing for households?
Yes--shared folders for bills/IOUs.