What is an expense report?
An expense report is a list of the money an employee or contractor spent on behalf of a business, submitted so the business can pay it back and record it. Each line gives the date, what the money went on and how much, and the receipts are attached as proof.
What an expense report should include
- Who is claiming, and their department or ID.
- The period the expenses cover.
- One line per expense with its date, category and a short description.
- The total, any cash advance already received and the amount still due.
- The business purpose of the spending.
- Signatures of the claimant and the approver.
How to use the expense report generator
- Enter your name and who the report goes to.
- Add a line for each expense with its date, category and amount.
- Enter any cash advance you received; it is taken off the total.
- Choose Print / Save as PDF, or Download CSV to open the lines in Excel or Google Sheets. Attach your receipts when you submit.
Good to know
- Submit soon after the trip or month end, while receipts are to hand.
- Use the same categories your company uses in its accounts, such as travel, lodging, meals and supplies.
- Keep photos of receipts. Many tax authorities require proof for every claimed expense.
Frequently asked questions
What expenses can go on an expense report?
Costs you paid personally for work: travel, accommodation, client meals, mileage, supplies and similar. Your employer’s policy decides what is reimbursable.
What is a cash advance on an expense report?
Money the company gave you before the trip. It is subtracted from your total expenses, so the report shows only what you are still owed, or what you must return.
Can I open the report in Excel?
Yes. Download CSV gives a file with one row per expense that opens in Excel, Google Sheets and Numbers.