📊 Free Expense Report Template
Below is a complete expense report structure: header, line-by-line expense entries with categories, totals, and an approval section. Copy it into a spreadsheet and start logging receipts.
This template helps employees or business owners track and submit business expenses. It captures every receipt in a structured format — date, category, vendor, amount — so totals are easy to verify and approve. Works for monthly reports, project expenses, or reimbursement requests.
Report Header
| Fields | Description |
|---|---|
| Employee Name* | Who incurred the expenses. |
| Department | Team or cost centre. |
| Report Period* | e.g. “1–31 January 2026” or “Project: Office Relocation”. |
| Report Date* | When the report is submitted. |
Expense Lines
| Fields | Description |
|---|---|
| Date* | When the expense was incurred. |
| Category* | e.g. Travel, Meals, Office Supplies, Software. |
| Vendor / Merchant* | Where the purchase was made. |
| Description | Brief note — what was bought and why. |
| Amount (net)* | Cost excluding VAT/tax. |
| VAT / Tax | Tax portion, if reclaimable. |
| Total* | Net + VAT. |
| Receipt Attached?* | Yes / No — or receipt reference number. |
Summary Totals
| Fields | Description |
|---|---|
| Total Net* | Sum of all net amounts. |
| Total VAT | Sum of all VAT amounts. |
| Grand Total* | Total Net + Total VAT. |
| Reimbursable Amount | What the employee is owed, if applicable. |
Approval
| Fields | Description |
|---|---|
| Submitted By* | Employee signature and date. |
| Approved By | Manager or finance — signature and date. |
| Reimbursement Date | When the employee was paid back. |
How to use
- 1Copy the Expense Lines section into a spreadsheet — one row per receipt.
- 2Set up a dropdown for the Category column to keep entries consistent.
- 3Log every expense the same day you get the receipt — don’t let them pile up.
- 4Attach digital copies of receipts and note the reference number in the sheet.
- 5Use SUM formulas to calculate Total Net, Total VAT, and Grand Total automatically.
- 6Submit the completed report with all receipts attached to your manager or finance team.
Or automate this
Chasing receipts and typing each line is the most tedious part of expense reporting. Nika can read receipts from your inbox, categorise them, and build the report for you — from {price} per processed expense. Snap the photo; she does the rest.
Questions
What expense categories should I use?
Common categories: Travel, Meals & Entertainment, Office Supplies, Software & Subscriptions, Professional Services, Utilities. Match them to your chart of accounts so reports feed directly into your books.
Do I need to keep original paper receipts?
In most jurisdictions, digital copies (scans or photos) are acceptable as long as they are legible and unaltered. Check your local tax authority’s rules for retention periods — typically 5–7 years.