How to Manage Your Crypto Portfolio Using a Simple Spreadsheet?

Setting Up the Basic Structure

1. Create columns for asset name, ticker symbol, purchase date, quantity purchased, purchase price per unit, total cost, current price, market value, unrealized gain/loss, and percentage change.

2. Input every holding manually or import data via CSV if your exchange supports export functionality.

3. Use formulas to auto-calculate market value as quantity multiplied by current price.

4. Compute unrealized gain/loss by subtracting total cost from market value.

5. Apply conditional formatting to highlight positive gains in green and losses in red for quick visual scanning.

Tracking Real-Time Prices

1. Integrate Google Sheets with cryptocurrency price APIs using IMPORTXML or GOOGLEFINANCE-like custom scripts where available.

2. Manually update prices daily if automation is not feasible—many traders prefer this method for control and accuracy.

3. Record timestamps alongside each price update to monitor volatility patterns over time.

4. Cross-reference price entries with CoinGecko or CoinMarketCap screenshots to verify discrepancies.

5. Maintain a separate tab listing all exchanges used, including API key status and withdrawal limits relevant to each wallet address.

Calculating Taxable Events

1. Log every trade including buy, sell, swap, staking reward receipt, and airdrop distribution with exact date, time, and fee amount.

2. Assign FIFO (First In, First Out) or specific identification methods depending on jurisdictional requirements.

3. Build a dedicated “Tax Summary” sheet that aggregates realized gains, losses, and cost basis across all assets.

4. Flag transactions involving non-fungible tokens or privacy coins, as these often require additional documentation.

5. Export quarterly reports formatted for local tax authorities, ensuring alignment with capital gains reporting standards.

Monitoring Portfolio Allocation

1. Add a pie chart tab showing percentage weight of each coin relative to total portfolio value.

2. Set allocation thresholds—such as no more than 25% in any single altcoin—and trigger alerts when breached.

3. Compare actual allocation against target benchmarks like BTC dominance index or DeFi sector exposure ratios.

4. Track correlation coefficients between top holdings using historical price data to assess diversification quality.

5. Document rebalancing actions taken, including dates, executed trades, and slippage incurred during execution.

Maintaining Security and Backups

1. Store spreadsheets offline on encrypted drives when sensitive wallet addresses or transaction IDs are included.

2. Remove private keys, seed phrases, or mnemonic backups from any digital file—even password-protected ones.

3. Version-control changes using descriptive filenames like “Portfolio_20240415_v3.xlsx” instead of generic labels.

4. Share read-only links only with accountants or auditors; revoke access immediately after review cycles conclude.

5. Test restore procedures quarterly by loading backup files into sandbox environments to confirm integrity.

Frequently Asked Questions

Q: Can I use Excel instead of Google Sheets for crypto portfolio tracking?Yes. Excel supports similar formulas and charting tools. However, real-time price feeds require Power Query or third-party add-ins not natively embedded like some Sheets extensions.

Q: How do I handle stablecoin holdings in my spreadsheet?Treat them as separate line items. Record their pegged value (e.g., USDT at $1.00), but also log deviations observed on-chain or via DEX liquidity pools.

Q: What should I do if an exchange delists a token I hold?Add a status column marked “Delisted” and note migration instructions, withdrawal deadlines, and any token swap mechanics provided by the platform.

Q: Is it safe to include wallet addresses in the spreadsheet?Yes, public wallet addresses pose no security risk when isolated from private keys or mnemonic phrases. Avoid embedding QR codes or metadata that could link addresses to identity.