What is an expense report template?
An expense report template is a ready-made blank form for recording business spending. Instead of drawing up columns each time, you print or download the template, fill in the lines and submit it with your receipts. Using one layout across a team also makes reports quicker to check and approve.
The four templates
- Basic expense report — date, category, description and amount. Suits most claims.
- Travel expense report — separate columns for transport, lodging, meals and other costs, so each day’s spending sits on one line.
- Mileage log — date, route, purpose and distance, for claiming business use of your own vehicle.
- Monthly expense sheet — who was paid, the category and the payment method, for tracking a month of spending.
How to use the templates
- Pick a template. The preview changes straight away.
- Add a name, company or logo if you want them printed on the form. Leave them empty to write them in by hand.
- Choose Print / Save as PDF for a paper or PDF form, or Download CSV for a spreadsheet you can type into.
Good to know
- The CSV file opens in Excel, Google Sheets and Numbers with the column headings in place.
- Want the totals worked out for you? The expense report generator does the sums as you type.
- A mileage log is only accepted by most tax authorities if it is kept at the time of each journey, not rebuilt afterwards.
Frequently asked questions
Is the expense report template free to use?
Yes. You can print or download it as many times as you like, for personal or business use, with no sign-up.
How do I use the template in Excel or Google Sheets?
Press Download CSV and open the file. In Google Sheets choose File, Import, Upload. The headings are in the first row and the lines below are ready to fill in.
What should a mileage log record?
The date, where you started and finished, the business reason for the journey and the distance. Some authorities also ask for odometer readings at the start and end of the year.