travel expense report template word

Filter by Keywords

10 Free Expense Report Templates in Excel, Google Sheets, and ClickUp

Praburam Srinivasan

Growth Marketing Manager

February 13, 2024

Whether you’re submitting a spending reimbursement or managing a project budget, expense reports are integral to any type of business.

Still, writing them isn’t exactly fun.

In fact, it can be a tedious and time-consuming process—especially if you’re creating them from scratch every time. Luckily, there’s an easy and free solution every team can turn to!

Expense report templates make the process of submitting your expense reports faster, smoother, and error-free with pre-made professional outlines to start with. Plus, you can access a number of customizable and detailed templates at no cost.

In celebration of expense report templates, let’s discuss the top qualities to look for in your next expense report template and access 10 of our favorites for Excel, Google Sheets, and ClickUp. We’ll explore their best features and show you how to make the most of them in time for your next great expense. 🎉

What Is an Expense Report Template? 

What to look for in a top expense report template, 1. expense report template by clickup, 2. monthly expense report template by clickup, 3. employee expense report template by clickup, 4. business expense & report template by clickup, 5. small business expense report template by clickup, 6. finance management template by clickup, 7. travel expense report template in excel by vertex42, 8. yearly expense report template in word by exceltemplates, 9. employee expense report template in excel by exceltemplates, 10. expense report template in google sheets.

An expense report is a document businesses use to track expenses. An expense report template is a pre-built form that facilitates the business’ report-building process. 🖊️

Expense reports are most often created when an employee incurs charges on behalf of the company. It specifies the cost of each item or service to ensure accurate reimbursement. But they can serve other purposes too! Many teams use expense reports when filing tax returns, assessing project impact , or for simple budget control . 

Some benefits of using an expense report template include:

• Efficiency : Since you only need to input values for each new expense, you can create reports quickly and efficiently
• Professional results : The template has you covered on this front so all you have to worry about are the numbers. You have to ability to choose the expense report template that best aligns with your brand and business’ preferred level of formality
• Guidelines : If you’ve never written an expense report before, a template will ensure you don’t forget any important information
• Improved communication : With a thorough expense report, reviewers and other stakeholders gain clarity on where the approved budget is really going
• Additional features : Digital templates have various embedding functionality, integrations, and features to attach receipts and other useful media to your reports

A high-quality expense report template should…

• Have a clear outline : It must be clean, organized, and easy to read
• Include all the necessary sections : It should provide enough space and sections to add every key detail
• Provide sufficient instructions : It needs to precisely define where your information goes and which files to attach
• Allow for some flexibility : You should be able to customize the template to reflect your practices, policies, and branding
• Be accessible on multiple devices : You should be able to edit the template on the go via your laptop or phone
• Improve team collaboration : Whether it be through comments or simple file sharing, a high-quality template must allow you to communicate with coworkers

10 Expense Report Templates To Use in 2024

Expense reporting is simple when you have the right template to guide you. With a well-structured framework and predefined categories, you can document your expenditures and ensure all accounts are perfectly balanced. 

Need help finding one? We’ve got you covered.

Follow along as we break down the 10 best expense report templates for ClickUp, Excel, Word, and Google Sheets.

As a cherry on top, they’re all free! So you can manage your business expenses without breaking the bank. 🍒

Let’s start with something simple but effective. The Expense Report Template by ClickUp captures all the key information of any expense in a clean and colorful layout. 🌈

This beginner-friendly template is created in ClickUp Docs —ClickUp’s dynamic and built-in document editing tool that’s unlike anything you’ve used before. In this ready-made Doc, you’ll find pre-set formatting, banners, and styling to make the processes of completing and sharing your expense reports easier than ever.

With detailed sections for defining the member involved, budget, expense, and more, this template has everything you need to properly document all charges related to any team or project. The Expense Breakdown section includes a table where you can list all expenditures along with the date, description, and subcategories, such as food and travel.

After listing the business expenses and finding the total sum, the submitter can add photos of their receipts and describe them directly in the template. Once you’ve reached the end of the template, you’ll see a final space for the reviewers to approve and sign the report. Plus—as with any ClickUp template —you can customize any and all parts of the Doc to align with your branding and processes.

The Monthly Expense Report Template by ClickUp shares many similarities with the previous ClickUp Doc template, but is designed to handle an employee’s business-related spending over the span of a month, providing a convenient solution for regular and systematic reporting.

At the top of this template, you’ll see designated sections to add your company logo, name, and contact information. Further down the page, you’ll see sections for defining the purpose and the period of spending. The submitter can then state their name, position, ID, Social Security number, and other details in the Employee Information section to ensure proper reimbursement.

There are two tables where they can list their expenses. The first is a general summary with total costs for each category including transportation, lodging, and food. The second and final table allows you to itemize and break down the expenses in greater detail. If the expense relates to a certain business account , you’ll have the space to specify that in this section.

If you frequently organize company trips, the Employee Expense Report Template by ClickUp will make the process significantly easier with a pre-formatted Doc to stay on top of each employee’s travel-related expenses. 🧳

This loaded template consists of eight pages in total. The first and primary page holds basic information about the organization, submitter, and recipient. The following five pages represent different types of expenses including:

• Accommodation
• Transportation and fuel
• Entertainment
• Miscellaneous

Each page contains tables to list all costs and provide details about each transaction. From there, the employee can navigate to the pre-made Receipt Attachments subpage to support their expenses with the proper documentation. 

Finally, on the Trip Expense Summary page, you can find the final list of expenses by type and the total refund amount owed to your employee.

For an even smoother experience, use the table of contents on the left side of the document. Toggle on the sticky table of contents to display the page’s contents on the right.

while Doc-style templates are certainly popular among expense report templates, that’s not the only way to create one! Let’s take a look at how you can organize more complex spending and budgets using the Business Expense & Report Template by ClickUp . This List-level template is packed with tons of ready-to-use features including Custom Fields, pre-made tasks, and multiple views to help you manage your expense reports from every angle.  

Collect and store data neatly within your Workspace while gaining valuable insights into your company or team’s spending habits using this customizable template. This template is packed with different resources to manage expenses from intake through fulfillment including:

• Form view : An expense report intake form you can share with employees via a simple URL to gather information about their expenses. Once completed, the submission automatically creates a task
• List view : An interactive master List of expenses, organized by expense type by default. You can find the critical information about each expense in the columns on the right
• Board view : A Kanban-style board of expenses organized by status. Drag and drop tasks across the board to change their status on their way to being approved
• Docs : A Business Expense Report document similar to the previous templates found on the list

You can customize all aspects of this template to match the steps in your process and apply filters and change the grouping or sorting criteria.

Check out these budget proposal templates !

While multiple views, Custom Fields, and customizable task statuses seem impressive for any expense report—your small business might not need those bells and whistles to stay efficient. This next template gets that, keeping things short and sweet to facilitate accurate and timely reporting. 🔔

This Small Business Expense Report Template by ClickUp is a handy tool designed for that exact purpose. It’s easy to use for everyone, even if you’re new to ClickUp or less tech-savvy. 

Another Doc-style template, this resource shares a familiar structure. It starts with the company name, logo, and Reporter Overview , a section dedicated to the submitter’s information. In the Expense Details section, you’ll break down each expense, when it occurred, and how much it set the company back. 

After the designated section for receipts comes the final Authorization segment . The person approving the transaction will fill out these areas and provide their name, date, signature, and more.

The ClickUp Finance Management Template is your one-stop shop for all things finance. It centralizes financial data, providing easy access to critical information and project documentation in an organized Space within the platform. It also allows you to assign tasks and track their progress using multiple views, Custom Fields, and custom task statuses.

In this Space-level template, you’ll find separate Folders to organize spending related to Sales, Expenses, and Products and Services. Within each Folder, you’ll find separate lists with multiple views for related reimbursements, a Payment Schedule calendar, price lists , and more.

This template also comes with four pre-made Automations to eliminate the mindless busy work attached to the reimbursement process. For instance, when a Custom Field changes, the task’s status updates automatically. You can also introduce custom Automations to cater to your specific workflow and task dependencies.

If you prefer to stick with your tried and true spreadsheets, we’ve got you covered! This Travel Expense Report Template in Excel is a reliable and familiar option for managing travel-based expenses. 🛍️

Starting with the reporting period, enter all the necessary information in the designated cells, such as purpose, name, and department. The following sections list all travel dates and how much each expense category amounted to each day. There’s also a section dedicated to expense itemization. 

Don’t forget to attach the receipts as proof since the template doesn’t have a section for them. 🧾

Since it’s an Excel document, this template doesn’t support real-time collaboration or mobile access. While ClickUp offers a unified platform that goes beyond expense tracking, Excel is a standalone spreadsheet tool.

A lot can happen in a year—business trips, client dinners, team-building events . 👥

A solid annual expense tracking system is paramount if you want to be thorough and clear on where your yearly expenses go.

That’s exactly what the Yearly Expense Report Template for Word is for. It’s a simple but invaluable tool for maintaining accurate annual expense records.

As you would in any Word document, type in and format the desired text. First, provide your name, title, ID, and department at the top. Calculate your expenses for each month of the year, then sum them up by quarters. Input the numbers in the table provided, sorting them by type of expense.

For any special remarks or clarifications, refer to the Additional Comments section. End with the approver’s name, date, and signature to validate the document. ✒️

If you still prefer to use Word, this template will do the trick. Still, as it was intended primarily for text editing, this program offers limited functionality compared to Excel and ClickUp. 

The Employee Expense Report Template for Excel is a seamless way to document, categorize, and analyze your monthly income and spending. 📆

It’s designed mainly for personal use. It features expense categories such as housing and utilities, which are typically not covered by the employer. Still, due to its flexible nature, you can adapt the template to various business-related contexts. Its placeholder text offers a solid starting point for creating your own content.

In the main summary tab, the employee should list their income streams in the green section and expenses in the blue section. The columns represent months. The template also features separate tabs for each month, allowing you to go more in-depth. Each income or expense category can have multiple subcategories. 

At this point, everyone and their dog knows what an expense report template is for. So, let’s cut to the chase—what makes this simple Expense Report Template for Google Sheets unique? 

For starters, it’s possibly the most detailed weekly expense report template on this list. It offers numerous examples for each category, letting you precisely detail weekly expenses. Thanks to the pre-built formulas, all sums are automatically calculated. Not only can you save time and effort, but also avoid doing math, which is always a plus! 🔣

Like ClickUp, Google Sheets is a cloud-based platform that automatically saves your progress and safely stores it online in the cloud. You can access the document from any device and even edit the report with others in real time.

Top 10 Expense Report Templates—An Overview 

We know you’re super busy, so we’ve summed up the key points for you in the table below:

Incorporating these templates into your workflow also ensures a smooth project closure process. It enables you to wrap up financial records and approvals promptly and accurately. 💵

Simplify Expense Tracking With Templates by ClickUp

Take advantage of the many benefits these expense report templates offer. Document all your spending and other financial data in one place, analyze it, and get a systematic overview of your business’s financial standing.

For a complete understanding of your business and project-related spending, you can’t go wrong with any expense report template by ClickUp. Not only will you have access to tons of rich and dynamic features at absolutely no cost, but you’ll be able to take your template significantly farther with more than 1,000 integrations and a vast Template Library for any use case.

Sign up for ClickUp today to take your expense reporting to new heights. ⛰️

Questions? Comments? Visit our Help Center for support.

Receive the latest WriteClick Newsletter updates.

Thanks for subscribing to our blog!

Please enter a valid email

• Free training & 24-hour support
• Serious about security & privacy
• 99.99% uptime the last 12 months

Expense Report for Word, Excel, PDF, Google Sheets

Download Free Template

Available for Word & Excel & PDF & Google Sheets

Your download is available!

Click to download your document template in the format you need.

Your download is ready!

Download Expense Report for Word & Excel & PDF & Google Sheets or email it to yourself later.

Download Expense Report for Word & Excel & PDF & Google Sheets.

• Send to email

Plus, you've unlocked access to our full collection of 130 hand-built business templates!

Template Highlights

• This expense report template is available as an Excel workbook, a Word document, or a PDF.
• Begin by completing the information in the upper left corner of the report. You will need to include the pay period, as well as your name, position, department, manager, and employee ID number. You should also indicate the reason for the expenditures.
• Now, enter your expenses in the spreadsheet. Include the date of purchase and a brief description. Place the amount in the appropriate column (designated by category).
• The expenses will be summed automatically at the bottom of the table.
• Add any relevant notes before submitting to your supervisor.
• When the expense report is authorized, your manager will add their name and signature.

What is an expense report?

An expense report tracks the items and services that you purchase for work. Expense reports are often used for business travel so employees can be reimbursed at a later time, but they can be used to record everyday expenses, too. Common examples of expenses to record during business travel are transportation, meals, parking, and hotels.

What does an expense report include?

An expense report typically includes an itemized list of each purchase an employee made that needs to be reimbursed. The report also usually includes: 

• Date : When the purchase was made.
• Vendor : Where the purchase was made.
• Amount : The transaction amount, including tax.
• Employee : Who made the purchase.
• Description : An explanation of the expense.
• Category : The type of expense, such as transportation or meals.
• Total : The total amount of expenses to be reimbursed.

You may also record:

• Client : The client associated with the expense.
• Project : The project associated with the expense.
• Notes : Additional details related to the expense you want to track.

Importance of expense reports

An expense report is a helpful tool business owners can use to reimburse employees and accurately report business expenses for tax purposes. This expense report template makes tracking business purchases easier and more accurate than relying solely on pen and paper. Additionally, this expense report template for Excel, Google Sheets, PDF, and Word can help you with:

Accurate reimbursements

As a business owner, you want to make sure that you reimburse your employees for the right amount. Having team members file an expense report is a simple way to verify their work expenditures.

Accountability

Creating an itemized expense report builds accountability into your employees’ business travel. This way, you know exactly what you’re reimbursing them for and make sure you only pay them back for business-related expenses.

Cost analysis

Recording expenses every time an employee travels can help you understand the categories and clients where you spend the most money. Insights from expense reports enable you to make data-driven decisions about your business’s finances. According to one report, 55% of companies use expense management data to inform financial activities, like annual budgeting and planning. 

Template Preview

Expense report.

EXPENSE REPORT

STATEMENT NUMBER: PAY PERIOD: FROM TO

EMPLOYEE INFORMATION

NAME: POSITION: PURPOSE:

DEPARTMENT: MANAGER: EMPLOYEE ID:

DESCRIPTION

ENTERTAINMENT

AUTHORIZED BY

SUBTOTAL $0.00

TOTAL REIMBURSEMENT $0.00

Frequently Asked Questions

How do you create an expense report in excel, is this template free, can i edit this template.

Yep. This one's on the house… just like all of our templates! Feel free to tailor this template to fit your specific expense reporting needs.

Once you’ve entered your contact information, you can instantly download this template (along with all the other templates in this collection!). That’s it.

Related Tags:

• Spreadsheets
• Dashboards & Reports
• Google Sheets

Related Business Templates

Time blocking.

Easily plan your day for maximum focus and minimum distractions with this free time blocking templat...

Gap Analysis

Conduct thorough assessments of your current state vs. goals with this free gap analysis template.

Root Cause Analysis

Use this free root cause analysis template to identify the source of business issues and create a pl...

Business Case

Make a case for an upcoming project or investment with the help of this free business case template.

Fishbone Diagram

Identify a problem's root causes efficiently with a fishbone diagram. This visualization template ca...

Process Map

Streamline your workflow, enhance efficiency, and foster continuous improvement in your organization...

Download the free 5 whys template to identify the root cause of business challenges and develop prac...

Succession Plan

Enhance your organization’s leadership continuity, improve workforce readiness, and ensure smooth tr...

Business One-Pager Template

Use this professional one-pager template to help capture the attention of stakeholders and potential...

Decision Tree

Use this free decision tree template to understand the potential outcomes of your business decisions...

Profit and Loss Statement

Use this free profit and loss statement template to analyze performance over time and improve your c...

Get this template for free!

18+ Useful Travel Expense Report Templates [in WORD & EXCEL]

Nearly all business organizations and companies need an organized way of reporting travel expenses. Therefore, here we are presenting a collection of some useful travel expense report templates for this purpose. These templates are completely free to download and can be edited as per needs. A travel expense report is a document used to communicate details and information about travel expenses. The actual purpose of this report is to make the company or business known about overall travel expenses for reimbursement.

In the business field, sales personnel often travel within the country or internationally to boost up sales volume by creating new customers and clients. The company requires a travel expense report to be filed right after the traveling so they can get the money back that they had spent on traveling. Making a travel expense report is an excellent way to track travel expenses with the best. You should utilize a professional-looking format for writing a travel expense report.

More About Travel Expense Reports:

Travel expense reports may include details about travel expenses like accommodation, fuel, transport tickets, parking fees, food, phone calls, etc. Travel expense reports are essential for all kinds of businesses in which employees will be able to make reimbursement requests professionally. Not only in the business field but travel expense reports can also be prepared in personal life so one can enjoy traveling without going out of budget.

If you want to make a flawless travel expense report yourself, then you can download the free travel expense report templates given below. All these templates are easily customizable so as to suit your personal needs and requirements. Simply add your personal details and company information to any of the suitable templates and start preparing a spotless travel expense report within a few minutes. This travel expense report template is formatted by our team of professionals and is suitable for all types of businesses and companies as well as for personal use.

Download Travel Expense Report Templates MS WORD:

Business travel expense report template.

Fillable Travel Expense Report Form Template

Free Editable Travel Expense Report Template

Employee Travel Expense Report Template WORD

Simple Travel Expense Report Example

Travel Expense Report Template in DOC Format

Blank Travel Expense Report Layout

Official Travel Expense Report Template

Basic Travel Expense Report Sample

Officer Travel Expense Report Template MS WORD

Professional Travel Expense Report Word Template

Practical Travel Expense Report Template

Download Travel Expense Report Templates MS EXCEL:

Travel expense report sheet template.

Latest Travel Expense Report Template

Company’s Travel Expense Report Excel Template

Sample Travel Expense Report Excel Format

Online Employee Travel Expense Report Template

Standard Travel Expense Report Template Excel

Printable Travel Expense Report Template

Travel Expense Report Template in XLSX Format

Related posts:

• 16+ Sample Expense Report Templates [in EXCEL & WORD] Jot down all your expenses at a place with help of these expense report templates. We are sure these templates will help you a lot in easy expense tracking either for personal or professional use. Expense tracking is not hard to do nor is it time-consuming if you really want...
• 18+ Monthly Report Templates – in Excel, Word & PDF Formats Below are monthly report templates which are available in Microsoft Word, Excel, and PDF formats and you can download them free of cost.  These monthly report templates are very much useful for everyone. Report writing is the safest and most effective way to communicate business-related details and information with other...
• 15 FREE Service Report Templates [EXCEL, WORD, PDF] You can get free service report templates here without paying a single penny. After downloading any template available in Excel or Word formats, you can also make changes to compose an error-free service report for your business or company. A service report is an important business document that keeps your...
• 15+ Important Financial Report Templates [WORD, EXCEL, PDF] Here we have an endless collection of templates and the financial report templates are also added for your reference. You can simply download any of the given templates into the computer by hitting the below appeared download button. A vital business document that discloses an organization’s financial status to management,...

Download Now for Free

Get an immediate download of this template, then access any other templates you'd like in one click.

Travel Expense Report

Streamline your financial tracking with our credit card expense report template for 2024. Download your free copy now.

More Expense Reports Templates

Simple Travel Expense Report Template

Download template in

On-the-Go Travel Expense Template

Credit Card Expense Template

Weekly Expense Report

Monthly Expense Report

Business Expense Reimbursement Template

Yearly Expense Report

On-to-Go Credit Card Expense Template

Employee Credit Card Expense Template

Branded Weekly Expense Report Template

Simple Weekly Expense Report Template

Branded Monthly Expense Report

Detailed Monthly Expense Report

On-the-Go Business Expense Template

Simple Business Expense Template

Browse Other Templates

Managing travel expenses can be a challenging task, especially when you’re dealing with multiple receipts and transactions. Our Travel Expense Report Template is designed to help you organize and analyze your travel expenses, providing you with a clear picture of your spending patterns and financial health.

Section 1: Why You Need a Travel Expense Report

A Travel Expense Report is an essential tool for anyone who travels frequently for business or personal reasons. It helps you:

• Organize Expenses: Categorize and record all your travel-related expenses in one place.
• Identify Spending Patterns: Analyze your spending patterns and identify areas where you can cut costs.
• Prepare for Reimbursements: Simplify the process of claiming reimbursements by having all your travel expenses organized in one place.
• Make Informed Decisions: Use the insights gained from the report to make informed decisions about budgeting and financial planning for future travels.

Section 2: How to Use Our Travel Expense Report Template

Our template is user-friendly and requires no advanced spreadsheet skills. Here’s how you can use it:

• Download the Template: Click the download button to get your free copy of the template.
• Input Your Data: Enter your travel-related expenses for the trip into the respective categories.
• Analyze Your Spending: The template will automatically calculate the total expenses for each category, providing you with valuable insights.
• Make Informed Decisions: Use the insights gained from the template to make informed decisions about your travel finances.

Don’t let the complexities of travel expense tracking overwhelm you. Download our Travel Expense Report Template now.

Ready to simplify your receipt and expense management process?

Enter your email to sign up for Expensify today!

Free expense report templates (and a better alternative)

If you’re not using expense reports to keep track of company spending, you’re missing out on crucial insights, potential savings, and peace of mind. 

An expense report is a document that details a list of items an employee has purchased for work-related tasks. Each item on this list is called a business expense. At the very least, a business expense should include the merchant, date, amount, and currency of each purchase. Businesses use these reports to reimburse employees and monitor company spending.

Here we provide three free expense report templates to help you understand the ins and outs of expense reports. While these templates are great for businesses just starting out, you’ll eventually want to adopt software that streamlines the process to help you save time and reduce errors down the line.

Standard business expense report template

Our standard business expense report template is ideal for businesses that need to record and organize their daily operational costs. Within this template, you’ll be able to categorize your spending to get a clearer picture of where company money goes each month.

This basic type of template is best suited for businesses of any size that are seeking a straightforward way to document expenses for accounting, reimbursement, and tax purposes. Employees who need to get paid back for a business expense can fill out this form any time they incur an expense or if they have a set of project-related business expenses that need to be submitted all at once.

Monthly expense report template

Our monthly expense report template is designed to help you compile and review all expenses incurred within a given month. This template contains sections to compare your budget versus your actual spending for different expense types, allowing you to visualize where you’re keeping costs low and where you may need to scale back.

Ideal for individuals managing their personal finances and businesses tracking monthly operational costs, this template provides a clear snapshot of where your money is going, making it easier to plan, budget, and identify potential savings.

Travel expense report template

Our travel expense report template is designed to help individuals track and organize expenses incurred while traveling for business purposes . Within the template, you’ll find fields to record details like transportation costs, meals, accommodation, and other miscellaneous expenses, along with the details of each expenditure. 

This template is ideal for professionals who frequently travel for work, such as sales representatives, consultants, and corporate executives, ensuring they can accurately capture and submit all travel-related costs for reimbursement or accounting purposes.

The importance of accurate expense reporting

Accurate expense reporting is crucial for understanding your company's true financial health, pinpointing areas for savings, and consolidating all expenses for easier audits. While manual expense report templates serve as a foundational tool, they often can lead to errors like duplicate entries or miscalculations — not to mention they take longer to do manually than an automated solution would. 

Leveraging software like Expensify to streamline your expense reports will elevate the accuracy, efficiency, and ease of your reporting processes for everyone involved. If you’re interested in automating but still on the fence, check out our expense report calculator to determine if it’s worth it for your team. 

Expensify makes it easy to track expenses

From solo entrepreneurs to large corporations, Expensify makes spend management effortless for teams of all sizes. Expensify software tracks and categorizes every expense, including business trips, software subscriptions, daily operational costs, employee reimbursements, and more. With its intuitive design and automated features, Expensify centralizes and simplifies the entire expense reporting process from start to finish. 

What to expect with Expensify expense reporting

Our expense report software is designed with the user in mind — lightening your load and reducing work across the board. 

Explore what you get when you trust Expensify with your expense reports:

Automated receipt entry: Snap a photo of your receipt, and SmartScan will populate all the details for you — sans manual data entry.

Credit card integration: Link your credit card and watch as business expenses are synced automatically. Import your own cards or use the Expensify Card , which serves as a seamless extension of the Expensify app to ensure every transaction is captured and categorized in real time.

Structured submission: Employees can code and categorize expenses, making it easier for accountants and admins to review. Our automated systems also assist in creating and submitting expense reports on a regular cadence.

Simple spend controls: Set limits on certain types of expenses so you don’t have to worry about your team going over budget. 

Swift approvals: Set custom approval workflows and rules, allowing admins to review and approve reports in just a few clicks.

Rapid reimbursement: With Expensify, you can kiss prolonged reimbursement periods goodbye. Once approved, employees can be reimbursed as soon as the next business day.

Expense reporting is a cinch with Expensify 

While manual expense report templates can help you get a grasp on your finances, relying solely on spreadsheets for expense reporting can lead to overlooked errors and financial discrepancies that could cost your business big bucks. 

Expensify, on the other hand, not only eliminates the chance of human errors but also automates and streamlines the entire expense management process, boosting your ROI while saving time. By choosing Expensify over manual spreadsheet methods, you're not just opting for convenience; you're investing in accuracy, cost-efficiency, and peace of mind for your whole team. 

Spend half as much time as you used to on expense management

No, really! Expensify’s automation helps you save in more ways than one.

Expensify values your privacy. We’ll never sell your personal information to others.

• Expense Management
• Spend Management
• Expense Reports
• Company Card
• Receipt Scanning App
• ExpensifyApproved!
• ExpensifyHelp
• Expensify App
• About Expensify
• Expensify.org
• Investor Relations

Get Started

• Create a new account

©2008-2023 Expensify, Inc.

The Expensify Visa® Commercial Card is issued by The Bancorp Bank, N.A. pursuant to a license from Visa U.S.A. Inc. and may not be used at all merchants that accept Visa cards. Apple® and the Apple logo® are trademarks of Apple Inc., registered in the U.S. and other countries. App Store is a service mark of Apple Inc. Google Play and the Google Play logo are trademarks of Google LLC.

Money transmission is provided by Expensify Payments LLC (NMLS ID:2017010) pursuant to its licenses .

Free Expense Report Templates

12 expense report templates you can use to keep a record of all your expenses, seek reimbursement, stay on top of your business travel costs, and more.

PDF • Excel • Google Docs

What is an Expense Report?

An expense report is a form that lets you track all business-related costs — from employee-incurred expenses to project-specific costs.

This record usually serves as a basis for a cash reimbursement request for the amounts employees spend while on a particular business duty.

However, expense reports can also be used to:

• Record project costs,
• Evaluate total expenses, and
• Come up with better budget estimates.

Notable examples of items that should be included in an expense report include:

• Money spent on gas during business travels or for running everyday business errands,
• Money spent on means of transportation during business travels,
• Money spent on business lunches and dinners with clients, or
• Money spent on lodgings during business travels.

How does an expense report work?

Here's how expense reporting works in more detail:

• Each time employees on business duty pay in cash, they use an expense report to itemize their expenditures.
• Employees attach the expense-related receipts to the expense report, to serve as proof that the amounts listed in the report match the actual amounts spent.
• Finally, employees submit the completed report to their employer or company bookkeeper, who writes them a check to reimburse the listed expenses.

What should be included in an expense report?

An expense report usually consists of:

• Employee information ,
• The date the expense was incurred,
• The type or category of the expense,
• A subtotal for each expense,
• The total expense amount , and
• Additional information .

Free Simple Expense Report Templates

So, you've understood what expense reports really are and found out more about their purpose.

Now, all you need is a set of reliable expense reports you can use on a regular basis.

Although creating your own expense reports in Excel is an adequate solution, there is a quicker alternative. Instead of creating your own expense report templates manually from scratch — it's always easier to use suitable, ready-made templates.

Here are 12 Expense Report templates you can try right now.

Basic Expense Report Template

Whenever you need a simple form to help you remain up-to-date with your recent expenses, you can go for a Basic Expense report template.

What is the Basic Expense Report Template?

The Basic Expense Report template lets you organize your basic payment expenses by the:

• Payment date,
• Payment method, and

How to use the Basic Expense Report Template?

Once you enter the amounts you paid for each item, you'll get your expenses calculated by subtotal for each date and total for the whole expense period covered.

The Basic Expense Report Template is best for:

• Businesses of any size (including small businesses),
• Individual transactions, and
• Nonprofit organizations.

Download: Google Docs • Google Sheets

Expense Report with Advance Reimbursement Template

In case you need certain expenses to be covered ahead of their schedule, then the Expense Report with Advance Reimbursement could be just the solution to ensure everything goes as planned.

What is the Expense Report with Advance Reimbursement Template?

The Expense Report with Advance Reimbursement template assumes you got part of the sum you're expected to spend on the business activity in advance.

How to use the Expense Report with Advance Reimbursement Template?

In this report template, first, organize your expenses by:

• The payment date,
• Item category.

Once you enter the amounts you’ll pay for each item, you'll get your expenses calculated by the total.

As soon as you enter the amount you got in advance for the itemized expenses, you'll get the clean total reimbursement for the whole expense period covered.

The Expense Report with Advance Reimbursement is best for:

• Employees who get some of their future business expenses covered in advance.

Project Expense Report Template

If you’re working on a project that requires you to take note of all the expenses incurred while completing your project tasks, then the Project Expense Report Template could come in handy.

What is the Project Expense Report Template?

The Project Expense Report Template lets you organize all your project-related expenses by date and description.

How to use the Project Expense Report Template?

You can start by specifying your task expenses.

Also, if your project requires travel, you can also add more detail regarding your transport, hotel, and meal-related expenses.

Once you've entered this data, you'll get your totals for each date calculated automatically, as well as the total for the entire expense period covered in this report. You'll also get the totals for each category (transport, hotel, meals) calculated automatically.

The Project Expense Report Template is best for:

• People who work on multiple projects, and
• People who have to travel for specific projects only, not as a part of their general business duties.

Expense Report for Restaurant Template

If your job requires you to frequently attend business lunches, then you need an expense report to keep track of all the costs, and that’s exactly what the Expense Report for Restaurant Template is for.

What is the Expense Report for Restaurant Template?

The Expense Report for Restaurant Template lets you track and record the expenses you make during business meals with business partners, clients, and potential employees you're looking to recruit to your company.

How to use the Expense Report for Restaurant Template?

Once you've added all the data regarding the purpose of your restaurant visit and the costs, you'll have your meal and drink costs calculated by date, subtotal, and total.

The Expense Report for Restaurant Template is best for:

• HR specialists,
• Account managers,
• Executives, and
• Other professionals who need to meet with business partners, clients, and potential employees on a regular basis.

Timed Expense Report Templates

In case you’re looking for ready-made, easy-to-edit Expense Report Templates that can help you keep an eye on your expenses on a weekly or monthly basis, then the Timed Expense Report Templates could be perfect for you.

Weekly Expense Report Template

If you need to keep track of your expenses week in and week out, then the Weekly Expense Report Template could make your job quite easier.

What is the Weekly Expense Report Template?

The Weekly Expense Report Template lets you list your expenses, related payment methods, and the people the amounts were paid to on a weekly basis.

How to use the Weekly Expense Report Template?

Once you enter the expense description, payment method, the amount paid, and the person to whom the amount was paid, your subtotals for each day get calculated automatically.

You'll also get your total for the entire expense period calculated automatically.

The Weekly Expense Report Template is best for:

• People who need to file their reimbursement requests on a weekly basis.

Monthly Expense Report Template

Sometimes you’ll need to keep an eye on your expenses on a monthly basis, so to automate this process as much as possible, you can use the Monthly Expense Report Template. Such templates are specifically designed to monitor your monthly expenditures hassle-free.

What is the Monthly Expense Report Template?

The Monthly Expense Report Template lets you list your expenses, related payment methods, and the people the amounts were paid to on a monthly basis.

How to use the Monthly Expense Report Template?

Once you enter the data regarding your expense description, payment method, and the person to whom the amount was paid, your subtotals for each date get calculated automatically.

The Monthly Expense Report Template is best for:

• People who need to file their reimbursement requests on a monthly basis.

Travel Expense Report Templates

Whenever you need to travel for business purposes, you’ll need a way to keep a record of your expenses, and this is where Travel Expense Report Templates come into the picture.

Business Mileage Expense Report Template

If you frequently need to use your company’s vehicle, and you’re looking for a simple Expense template to keep up with all the costs — then the Business Mileage Expense Template can help you automate this process.

What is the Business Mileage Expense Report Template?

This Business Mileage Expense Report lets you:

• Specify your starting place,
• Destination,
• Travel purpose, and
• Mileage and mileage rate.

How to use the Business Mileage Expense Report Template?

After you've added all the data, including the date, purpose, and mileage, you'll get your total mileage expense for the said date calculated automatically.

You'll also get the total mileage expense for the expense period covered by this report calculated automatically.

The Business Mileage Expense Report Template is best for:

• Workers who often have to go on the field for the company's business, and who use their own vehicle for the purpose.

Business Travel Expense Report Template

In case you frequently need to travel for business purposes, then the Business Travel Expense Report Template could come in handy. Such templates can save you from calculating all your costs manually.

What is the Business Travel Expense Report Template?

The Business Travel Expense Report lets you track expenses for your business travels.

How to use the Business Travel Expense Report Template?

You can add your transport, hotel, meal and other travel-related expenses and have your total travel expenses for that date calculated automatically.

Once you've added this data, you'll also have your total transport, hotel, meal and other travel-related expenses calculated automatically for the entire business trip.

The Business Travel Expense Report Template is best for:

• Employees who have to travel for their business to longer distances that mandate they change several means of transportation and stay at hotels.

Travel Expense with Mileage Report Template

If your job requires you to travel frequently for business purposes, but you usually need to use your own vehicle — then the Travel Expense with Mileage Report Template can help you quickly calculate your travel expenses.

What is the Travel Expense with Mileage Report Template ?

Unlike a regular Business Travel Expense Report, the Expense Report for Travel with Mileage includes a section for mileage alongside the sections for the hotel, meals, and other travel-related expenses.

How to use the Travel Expense with Mileage Report Template?

After you've added all the data regarding your travel expenses, you'll get your total expenses for the specific date calculated automatically.

You'll also get your total mileage, hotel, meal and other travel-related expenses calculated automatically for the entire business trip.

The Travel Expense with Mileage Report Template is best for:

• Employees who go on long business trips that mandate that they stay at hotels — but who travel to these trips with their own car, so they also need reimbursement for mileage.

Freelancer Expense Report Templates

If you’re a freelancer looking for a simple template that does your expense calculations for you, then this Freelancer Expense Report Template can help you stay on top of your expenses.

Contractor Expense Report Template

In case you’re looking for a simple form to help you keep track of your freelance expenses, then the Contractor Expense Report Template could come in handy.

What is the Contractor Expense Report Template?

A Contractor Expense Report Template lets you itemize and categorize your work-related freelance expenses.

How to use the Contractor Expense Report Template?

After you've added all the data regarding your expenses , you'll get the amounts the company that hired you owes you (both with and without VAT expenses) calculated automatically.

The Contractor Expense Report Template is best for:

• Freelancers who need to gather and report their expenses to the company they are providing services to.

Miscellaneous Expense Report Templates

If none of the above-mentioned reports fall under the category that you were looking for — check out the Miscellaneous Expense Report Templates to find the right template for you.

Event Expense Report Template

If you’re in search of a simple-to-use template to help you keep up with all your event-related costs, then the Event Expense Report Template could be exactly what you were looking for.

What is the Event Expense Report Template?

The Event Expense Report Template lets you record all your business event-related expenses.

How to use the Event Expense Report Template?

You can add both estimated and actual expenses, such as:

• Your venue,
• Decoration,
• Refreshment,
• Guest lodging,
• Entertainment, and
• Prizes expenses.

Once you've added this data, your estimated and actual expenses for each section will be automatically calculated.

Your estimated and actual expenses for the entire event will also be calculated automatically, as well as the overall disparity between the two.

The Event Expense Report Template is best for:

• Company events, such as award ceremonies and promotional events, especially those involving traveling guests, entertainment, and prizes.

Expense Report for Construction Template

If you frequently need to cover construction-related expenses and you need an easy way to stay on top of them — then the Expense Report for Construction Template has got you covered.

What is the Expense Report for Construction Template?

The Expense Report for Construction lets you track and record your construction-related expenses.

Simply, add your work date and specify the house identification number, the expense identification number, as well as the construction and construction-related expenses.

Once you've added this data, you'll get the total expense for the date, as well as the subtotal by date calculated automatically.

You'll also get your total for the construction and construction-related expenses calculated automatically as well as the total for the entire time period covered by this expense report.

The Expense Report for Construction Template is best for:

• Construction workers

Free Construction Timesheet

What does your expense report say about you?

Not only do expense reports underline some of the issues people might have with them, but they also say a lot about the employees who fill them out.

The research included in the Wall Street Journal helps distinguish among five different types of employees based on how they approach the expense reporting process:

• Expense Report ‘’Sidestepper’’,
• Expense Report ‘’Martyr’’,
• Expense Report ‘’Payback Artist’’,
• Expense Report ‘’Rookie’’, and
• Expense Report ‘’Grifter’’.

So what type are you?

Are you an expense report "Sidestepper"?

The Sidestepper is often reluctant to report their expenses to the employer, no matter how big or small.

Let's call the Sidestepper Alice .

Alice finds the data she needs to add to her expense report confusing.

She believes the process takes too much of her time.

She also fears that her employer will start questioning the items in her Report if some of the items turn out pricer than expected.

So, Alice the Sidestepper often decides that it's easier not to report the expenses and often pays for them from her own pocket.

What to do if you're an expense report "Sidestepper"?

Take your time to understand your company’s expense policy — ask for further clarification from the company's bookkeeper or your colleagues when needed.

Treat your expense report like a work task, and define the time you'll spend on it on a daily or weekly basis.

Then, track the time you spend filling out each Report to make sure you stay within your predefined time limit.

Where applicable, use the reports note and description sections to clarify why certain items turned out costlier than expected.

Are you an expense report "Martyr"?

The Martyr often avoids filing for expense reimbursement. But, unlike the Sidestepper, who avoids the process because they are too "confusing" or "stress-inducing," the Martyr does so because they feel personally "close" to the company and its cause. Therefore, Martyrs treat these business expenses like their own.

Let's call the Martyr Peter .

Peter the Martyr rarely asks for reimbursements and covers most of his job-related expenses from his own pocket.

What to do if you're an expense report "Martyr"?

The feeling of closeness you have to your company is admirable, but you should still file reimbursement requests for your business-related expenses. Asking for reimbursement is necessary if you want to stay compliant with your company's expense policy.

Are you an expense report "Payback Artist"?

Unlike the Sidestepper and the Martyr, the Payback Artist is overzealous in asking for expense reimbursement.

Let's call the Payback Artist Matt .

Matt asks for reimbursement for every dollar he spends — because he wants to pay the company back for something he believes is an injustice toward him.

This "payback" may be tied to his salary being smaller than he thinks he deserves.

Or, it may be tied to Matt thinking his superiors have salaries much bigger than he thinks they deserve.

It may also be tied to some rejected expense reimbursement he experienced in the past — and now he wants to settle that expense indirectly, through other requests.

So, Matt, the Payback Artist, decides to file for as many expense reimbursements as he believes are enough before he and the company are square.

What to do if you're an expense report "Payback Artist"?

If you unjustly didn't get approval for a past reimbursement request, don't turn to payback. Sure, it might make you feel better, but it does nothing to stop the problem from happening in the future. Instead, turn the matter over to a higher entity in your company.

If you think your salary is unfair, don't up your expense report to make matters even — try asking for a salary raise, coupled with concrete proof of why you deserve one. You might be pleasantly surprised by the outcome of it.

Are you an expense report "Rookie"?

The Rookie is also overzealous in making sure the expenses listed are in order — because they generally don't know precisely when and how to ask for a reimbursement.

Let's call the Rookie Christina .

Christina just got her first job at a prestigious company, and she's still unfamiliar with how the expense policy of her new company works.

It's hard for her to decide what to file a reimbursement claim for. When she travels for business, she books cheap flights and stays in economical hotels because she believes that's the right thing to do.

Let's now look at another Rookie — David .

David also just got a job at a prestigious company. However, unlike Christina, David always asks for the most expensive services when on a business trip, because he believes that's what the concept of expense reimbursement is for.

So, Christina and David are both Rookies, but in different ways — she is afraid of overstepping an imaginary boundary, and he treats the reimbursement policy like an invitation to spend money freely.

What to do if you're an expense report "Rookie"?

Study your company's expense policy, and underline the points you don't understand. You can then ask the company's bookkeeper to clarify these points — or you can ask your colleagues about the general amounts they spend on the items you tend to overspend or underspend on.

Are you an expense report "Grifter"?

The Grifter generally plays loose with the "business" part of the phrase "business expense policy" — and tends to also ask for reimbursement for more personal expenses.

Let's call the Grifter Annabelle .

Annabelle likes to expand the expense policy beyond typical business expenses — to items that range from babysitting services to new jewelry.

But, she is a high-achiever at her company, so the employer generally turns a blind eye to such behavior.

So, Anabelle the Grifter is similar to the Rookies David and Christina — the difference is that she knows her expense policy well, yet she often decides to bypass it.

What to do if you're an expense report "Grifter"?

You might want to be more careful about adding questionable items to your expense reports — just because you got away with it three times, it doesn't mean you won't get into trouble the 4th time. So, try to keep your expense reimbursement requests within a reasonable amount and purpose.

Simplify your expense processing with an Expense tracker

Although expense report templates are a nifty way to keep an eye on your expenses, as is the case with all ready-made templates, they might not always be a one-size-fits-all solution.

Sometimes you might need to include more detail than you can fit in a premade template, so you’ll find it easier to go for another option that can keep all your costs in one place, and this is where an expense tracker can turn out to be useful.

But, what is an expense tracker?

Well, its purpose is to help speed up the process of expense reporting even further.

This type of software helps you calculate and keep the costs of your business operations and tasks in one place. You can quickly generate reports from here showing how much you need to be reimbursed for a business-related activity, be it business travel, a client lunch, or a promotional event.

Despite it not being a traditional expense report software, you can use Clockify to help facilitate the process of expense reporting even further — alongside the listed Expense Report Templates.

How can Clockify help you speed up expense reporting?

In its essence, Clockify is free time tracking software that lets you easily track the time you spend on tasks and projects before automatically calculating how much you need to be paid for your time. But, it can also help you speed up your expense reporting — if you use Clockify's custom fields .

The custom fields feature lets you add a special custom field to your time entries (either for all projects or only for some projects) where you'll be able to:

• Add your expenses for each task you track time on,
• Specify your mileage on business trips,
• Add links to your receipts, and more.

Later on, you'll be able to export a Detailed Report of your time results and view your time entries, as well as their specific expenses, mileage, and receipts listed in a CSV or Excel table.

Other uses for Clockify in your expense reporting

In addition to helping you record your expenses, Clockify can also help you record and see whether the time you spend on the said business tasks is really worth it.

This knowledge will really help put the time you spend on certain business tasks in perspective. Perhaps you'll find that the 10 business lunches with clients you arrange per month are literally not worth your time.

Here's how you can draw these conclusions with Clockify:

• Define the projects you're working on,
• Define your project-related tasks, and
• Define a specific hourly rate for each of your projects.

When you want to take a client out for a business lunch, treat it like a task you'll add to the appropriate project in your project list at Clockify.

You can track time on this project-related task by starting a timer and tracking time while you're at the business lunch.

Or, you can add the time you've spent on the said task manually after you've parted ways with your client.

Either way, you'll get your earnings for the time you invested in this business task calculated automatically.

Perhaps you'll find that you've just spent $90 on a 3-hour business lunch with a client who decided to cut down significantly on the billable time your company is expected to put in for the project in the future.

In contrast, if your hourly rate for this project is $50, you've not only overspent for lunch, but you've also just lost 3 hours you could have allocated to more actionable tasks ($90 spent, in contrast with the $150 you could have earned by working on something else).

Start tracking time with Clockify

24/7 Support

Cancel Anytime

Free Forever

Employee Travel Expense Report Template in Word

Use this Travel Expense Report in Word to get reimbursements from all expenses spent during your trip. Receipts should be attached along with this form.

Employees going on a business trip are expected to submit a travel expense report to their employers after returning from the trip. This is primarily done for the employees to get travel expenses reimbursement from their employers. At the same time, this is also a way for the employers to track and keep records of such expenses. With that, this template would be a great help to you. You can use this travel expense report form as originally designed or as reference for creating your own expense report.

Edit, print, or download this travel and expense tracker in Word format. It’s the perfect tool for tracking your travel expenses. It’s also designed with light colors and can be customized easily. You can download and edit it in your phone, laptop, or tablet.

Complete this expense tracker by filling out details on the blank sections provided. It features sections for purpose of travel, reimbursement address, employee name, department, pay period, employee signature, authorizer signature, and date. A separate table is also provided to highlight all employee expenditures which include the following sections/columns:

Date of travel - refers to the specific date of your trip

Description - refers to the specific description of each expense, e.g., specific name of hotel, restaurant, vehicle mileage, etc.

Expense Type - indicates the type of expenses spent by the employee, i.e., transportation, lodging, meals, and miscellaneous expenses

Daily Total - displays calculation of the total expenses spent on a daily basis

Total Expenses - is the section that should display the total expenses spent by the employee

Receipts of all expenses should also be attached along with this travel expense sheet before sending it to the designated company department who would handle the reimbursements. Feel free to also change any of the labels/headings featured in this expense tracker based on your needs.

The excel travel expense template is the recommended version for those who want an auto-calculated expense report . It’s designed with formulas; therefore, calculations are autogenerated.

This template is also available in...

You might also like:

Expense Tracker by Category in Excel (Blue)

Per Diem Expense Report Template in Word (Blue)

Blank Per Diem Expense Report Template in Word (Green)

Word & Excel Templates

Printable Word and Excel Templates

Travel Expense Report

It is not easy to travel from one place to another because lots of preparations and expenses are involved in it. You have to plan everything in advance to avoid additional expenses.

In every business organization, the employees and the employers have to travel from one place to another, and for this purpose, they have to manage a separate travel account. Now there is no need to design separate software to record all travel expenses because you can download a travel expense report template.

What is a travel expense report?

A travel expense report is a professionally used document which is used to document all the expenses that an employee faces when he travels for business purpose. This report is usually prepared in MS Excel format.

The purpose of preparing this report is to let the company know the amount of money an employee has spent during traveling. Basically, the employer performs the reimbursement of the expenses on the basis of the travel expense report provided by the employee.

Submit your business travel expenses in the official looking report as it has space for all details, including information of employees, a list of expense details and approvals.

It is important to keep the record of traveling expenses because it will help you in many ways. It enables you to plan your travel in the future.

It is a key factor to reduce the expenses of next travel because, in the first experience, you will be able to learn many things.

It enables you to reduce lots of expenses after analyzing them. The report enables you to write everything, including travel expenses, the name of the destination, your stay, and other important details.

It is important for the expense management purpose to design a travel expense report . It supports you in your budget planning for your travel.

There are lots of persons having a strong habit of reviewing travel expenses. The sample template will help you to present the amount to your boss or to the accounts department.

Preview and details of the template

License: ENERGY  (Personal use only) (Distribution) by Kate Elizabeth (CEO)

What are the benefits of preparing travel expense report?

An expense report is considered to be a great tool which is equally beneficial for the employer as well as the employee. Although the benefits of this report are countless, we are discussing here some common benefits:

• This report is very useful when it comes to documenting all the travel expenses such as transportation, food expenses, conference fees, fuel consumption etc.
• A travel expense report is prepared to provide an accurate cost incurred by the employee while traveling. The employee needs a written statement providing information regarding all the expenses in order to perform the reimbursement. The use of the expense report, in this case, is highly recommended.
• Sometimes, the business needs to conduct the auditing of all the expenses. The process of auditing requires tangible evidence. When it comes to performing the auditing of the expenses, the business invoices are required to be attached which will support the expenses.
• If a company manages to get its employees to prepare the travel expenses regularly, it will save itself from the errors that may arise during budgeting.
• A travel expense report is a great tool for a company when it wants to ensure that the money given to the employee was well-spent.

Almost every company asks its employees to prepare the travel expense report. As a matter of fact, not everyone knows how to prepare the expense report. Anyone who wants to create the expense report without putting many efforts can download the template free of cost. The employee can send this template to relevant person after little modifications.

Excel Expense Report Template

An Expense Report is an organized way for businesses and their employees to track and report their expenses for business-related trips and events. The expense report is usually a printed form or a spreadsheet that is filled out and kept for accounting and tax purposes. Because of this, it is especially important to track any expenses that are tax deductible.

For a quick solution , instead of making your own expense report in Excel or Google Sheets, download and use one of our free Expense Report Templates below. Easily customize the spreadsheet by adding your company information and other details, then share the file with your employees.

Important Note for Employers : When your employees use a travel expense report, they should also submit copies of receipts along with the report so you can keep adequate records for tax purposes. We've included the note "Don't forget to attach receipts" in these spreadsheets to help serve as a reminder.

Travel Expense Report Template

License : Private Use (not for distribution or resale)

Description

Report your travel expenses , especially those that are tax deductible, with a simple and easy-to-use spreadsheet. This report template includes separate columns for common types of expenses. It also includes a table for recording detailed itemized expenses, such as a break-down of your meals or transportation expenses.

Simple Expense Report Template

The Simple Expense Report template uses one column for all expense types. The expense type can be selected from a drop-down that is easy to customize. There is also a designated place to specify the rate for mileage reimbursement.

For a blank, printable expense form that you can fill out by hand, simply remove the sample data and fill in the information you want printed.

Update 5/7/2020: I've added a new worksheet to this version of the expense report that lets you mark specific expenses "to be reimbursed" in case you use both a company card as well as personal money. Place an "x" in this column (or check the box in the Google Sheets version) if you want the amount to be added to the "Amount to Reimburse" total.

What business travel expenses are tax deductible?

Some of the most common tax deductible travel expenses include: flights, car rentals, mileage, uber rides, lodging, meals, tips, dry cleaning and laundry. We've based the expense types in our templates on these common expenses. For an official and detailed list that includes explanations and examples, we highly recommend visiting the Business Travel Expenses page on IRS.gov: https://www.irs.gov/taxtopics/tc511 )

Other Helpful Expense Report Templates

Our Reimbursement Form template is great for general employee expense reimbursements (for non-travel expenses). The Business Mileage Tracking Log lets you keep track of daily mileage for record keeping and reporting. The Weekly Expense Report template provides a way to include more details and more expense categories.

Disclaimer: The information on this page is for general education and not to be used as personal financial or tax advice. If you have questions about taxes or proper reporting procedures for travel expenses, please consult a certified professional.

Follow Us On ...

Related templates.

Timesheets & Payroll

For the office.

Free PDF Expense Report Templates and Forms

By Andy Marker | January 3, 2023

• Share on Facebook
• Share on LinkedIn

Link copied

We’ve compiled a collection of the most helpful free PDF expense report templates and forms for recording business expenses and ensuring that employers reimburse team members in a timely fashion. 

Included on this page, you’ll find a simple printable expense report form , a business expense sheet , an employee expense report with mileage template , and a monthly expense report template . Plus, find helpful tips on using these templates.

Simple Printable Expense Report Form 

Download the Simple Printable Expense Report Form for Adobe PDF  

This basic printable expense report template simplifies the expense reporting process for employees and ensures that managers can issue reimbursement quickly. For each expense, enter the date, description, and type (e.g., lodging, travel, fuel or mileage). Enter the cost for each item, along with any advances, to calculate the total reimbursement amount, or print out the template to perform the calculations by hand. Whether you fill out this PDF template online or print a hard copy to submit to your manager, this easy-to-use template will help you streamline your expense reporting procedure. 

For expense resources geared toward smaller businesses, see this article on small business expense reports, trackers, and spreadsheet templates .

Business Expense Sheet 

Download the Business Expense Sheet for Adobe PDF

Proactively track all of your business expenses with this business expense sheet for Adobe PDF. For each expense, enter its date, description, category, and amount. The template’s Total column keeps a running tally of your total reimbursement amount. The template will calculate the subtotal of your expenses and subtract any advances you enter to provide your total reimbursement amount. Be sure to attach receipts to your expense report to ensure timely reimbursement. 

Check out these free expense report templates in multiple file formats to track your expenses and meet your reimbursement needs.

Employee Expense Report with Mileage Template

Download the Employee Expense Report with Mileage Template for Adobe PDF

Designed to track costs for business-related mileage or travel, this employee expense report with mileage template is the perfect tool for recording every mile or kilometer you travel. Under the template’s Mileage column, track each day’s traveled distance. Tally the total mileage of your trip, as well as any other transportation expenses you’ve listed, in the Transport/Mileage field at the top-right corner of the form.

Check out this expense tracking and reporting set for optimized business expense tracking needs.

Monthly Expense Report Template 

Download the Monthly Expense Report Template for Adobe PDF

Use this template’s unique month-by-month tabs to provide a comprehensive, multi-month account of all your reimbursable business expenses. While monthly tabs help you provide greater detail of each month’s accrued expenditures, this template’s main Monthly Expense Report tab allows you to keep a running tally of your monthly and total expenditures. You can adjust this completely customizable template to create different expense categories and get reimbursements for every business-related expense quickly.  

For additional expense report resources and templates, see these comprehensive articles on expense report templates in Excel and expense report templates in Google Sheets .

Effectively Track Monthly Expenses with Real-Time Work Management in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

All Formats

Report Templates

18+ business trip report templates – word, pdf.

Are you just back from a business trip and now need to present a business project status report to your office management? If yes, you can check out and download a report template from our collection of well-designed templates. These report templates talk about the expenses carried during the trip. You took any potential activity during the travel and the problems you have faced.

Report Template Bundle

• Google Docs

Business Trip Report Template

• Apple Pages

Simple Business Trip Report Template

Business Trip Summary Report Template

Create a Business Trip Report in 5 Steps

Step 1: open a new file, step 2: create title page, step 3: insert a table, step 4: enter basic trip details, step 5: present trip overview, sales business trip report template.

Sales Trip Report Template

Conference Trip Report Template

Trip Report Template

Microsoft Word Business Trip Report Template Download

Simple Conference Trip Report Template

Simple Travel Expense Report Template

Short Business Report Template

Free Field Trip Report Template

Example Trip Report Template Download

Trip Report Template Free Download

Free Download Trip Report Template

Conference Trip Report Template PDF Format

Individual Trip Report Template Download

Free Trip Report Template Download

Sample Trip Report Template Download

Conclusion:

General faqs, 1. what is a business trip report, 2. what are the qualities of a good report, 3. what should be in a trip report.

• The people involved in the trip(employees, client/investors, etc.)
• The trip’s particular mission
• Summary of an in-depth analysis of your experience
• The success you achieved during the trip if any
• Failures and disappointments you had during the travel
• Itemized list of the expenses.

4. What is the purpose of a Business Trip Report?

5. how do you write a trip report.

• Know your requirements for your visit report
• Start with general information about the visit
• Define the purpose of the visit and the site
• Explain what happened during the visit in a sequential order
• Summarize operations at the site

More in Report Templates

Business trip template, business trip itinerary template, business trip schedule template, business trip recap template, business trip desk calendar template, business trip calendar template, business trip budget template.

• How to Create a Financial Audit Report [10+ Templates to Download]
• 40+ Monthly Management Report Templates in PDF | Google Docs | Excel | Apple Pages
• 25+ Non Conformance Report Templates – PDF, Docs, Word, Pages
• 19+ Event Report Templates – Word, PDF, Docs, Pages
• 34+ Report Card Templates- Word, Docs, PDF, Pages
• 23+ Sample Inspection Report Templates- Docs, Word, Pages
• 36+ Weekly Activity Report Templates – PDF, Docs
• 10+ Free Audit Findings Report Templates in PDF | MS Word
• 10+ Audit Exception Report Templates in PDF | MS Word
• 11+ Audit Committee Report Templates in PDF | MS Word
• 6+ Logistics Audit Report Templates in PDF | MS Word
• 11+ Logistic Report Templates in PDF
• 8+ Logistics Monthly Report Templates in PDF | MS Word
• 17+ Internship Student Report Templates
• 64+ Monthly Report Samples

File Formats

Word templates, google docs templates, excel templates, powerpoint templates, google sheets templates, google slides templates, pdf templates, publisher templates, psd templates, indesign templates, illustrator templates, pages templates, keynote templates, numbers templates, outlook templates.