Free Expense Report Templates

12 expense report templates you can use to seek reimbursement for business-related expenses.

PDF • Excel • Google Docs

Timesheet templates (daily, weekly, monthly)

What is an Expense Report?

According to the Expense Report definition, an expense report is a record that tracks all the expenses that employees acquire while performing activities vital for their jobs.

The purpose of this record is to serve as a basis for a cash reimbursement request for the amounts the employee spends while on a particular business duty.

Here’s how expense reporting works in more detail:

  1. Each time employees on business duty pay in cash, they use an Expense Report to itemize their expenditures.
  2. They 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.
  3. They submit the completed Report to their employer or company bookkeeper, who writes them a check to reimburse the listed expenses.

What is an Expense Report used for?

Different types of Expense Reports call for different types of data entered.

Notable examples for items employees may need to add in their Expense Reports 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
  • Money spent on lodgings during business travels

Now, no matter the exact data the Report asks you to fill in, the purpose of your Expense Report is always the same — providing detail and proof for the job-related expenses that require reimbursement from the employer and company.

What your Expense Report says about you?

According to the Wall Street Journal, Expense Reports can say a lot about the employees who fill them out — and underline some of the problems these employees have with their Expense Reports.

Research helps distinguish among 5 different types of employees when it comes to the way they approach the process of expense reporting.

So what type are you?

Are you an Expense Report “Sidestepper”?

The Sidestepper is often reluctant to report his or her 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 the expense policy of your company — 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 note and description sections of the Reports to clarify why certain items turned out costlier than one would expect.

Are you an Expense Report “Martyr”?

The Martyr often avoids filing for expense reimbursement. But, unlike the Sidestepper, who avoids the process because it’s too “confusing”, or “stress-inducing”, the Martyr does so because he or she feels personally “close” to the company and its cause. Hence, Martyrs treat these business expenses like their own.

Let’s call the Martyr “Peter”.

Peter the Martyr rarely asks for reimbursements, and he 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 — at least to stay compliant with the expense policy of your company, if nothing else.

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 the one 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 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”?

Now, the Rookie is also overzealous in making sure the expenses listed are in order — because he or she generally doesn’t know for what and how to ask for a reimbursement.

Let’s call the Rockie “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 make decisions on 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 Rockie — “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 the expense policy of your company, 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 “Gifter”?

The Gifter 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 Gifter “Anabelle”.

Anabelle 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 Gifter 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 “Gifter”?

You might want to be more careful about adding questionable items to your Expense Reports — just because you got away with it 3 times, it doesn’t mean you won’t get into trouble the 4. time. So, try to keep your expense reimbursement requests within a reasonable amount and purpose.

Free Expense Report Templates

So, you’ve understood what Expense Reports really are, what their purpose is, what kind of Expense Reporter you are, and how you can work past your reporting difficulties.

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 reusable Expense Report Templates manually, it's always quicker and easier to use suitable, ready-made templates.

Here are 12 you can try right now.

Simple Expense Report Timed Expense Report Travel Expense Report Freelancer Expense Report Miscellaneous Expense Report


Free Simple Expense Report Templates

01 • FREE SIMPLE EXPENSE REPORT TEMPLATES

Basic Expense Report Template

What is a Basic Expense Report?

A Basic Expense Report lets you organize your basic payment expenses by payment date, payment method, and payee.

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.

Best for:

  • Businesses of any size, including small businesses
  • Individual transactions
  • Nonprofit organizations

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Basic Expense Report Template

01 • FREE SIMPLE EXPENSE REPORT TEMPLATES

Expense Report with Advance Reimbursement Template

What is an Expense Report with Advance Reimbursement?

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

In this Report Template, first, organize your expenses by the payment date, item, and item category.

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

Once 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.

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Expense Report with Advance Reimbursement Template

01 • FREE SIMPLE EXPENSE REPORT TEMPLATES

Project Expense Report Template

What is a Project Expense Report Template?

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

You can first specify your task expenses. In addition, if your project requires travel, you can also specify 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.

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Project Expense Report Template

01 • FREE SIMPLE EXPENSE REPORT TEMPLATES

Expense Report for Restaurant Template

What is a Expense Report for Restaurant Template?

An Expense Report for a Restaurant 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.

Once you’ve added this data, you’ll have your meal and drink costs calculated by date, subtotal, and total.

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Expense Report for Restaurant Template

Timed Expense Report Templates

02 • FREE TIMED EXPENSE REPORT TEMPLATES

Weekly Expense Report Template

What is a Weekly Expense Report Template?

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

Once you enter this data, your subtotals for each day get calculated automatically.

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

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Weekly Expense Report Template

02 • FREE TIMED EXPENSE REPORT TEMPLATES

Monthly Expense Report Template

What is a Monthly Expense Report Template?

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

Once you enter this data, your subtotals for each date get calculated automatically.

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

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Monthly Expense Report Template

Travel Expense Report Templates

03 • FREE TRAVEL EXPENSE REPORT TEMPLATES

Business Mileage Expense Template

What is a Business Mileage Expense Template?

This Business Mileage Expense Report lets you specify your starting place, destination, travel purpose, mileage, and mileage rate.

After you’ve added this data, 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.

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.

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Business Mileage Expense Template

03 • FREE TRAVEL EXPENSE REPORT TEMPLATES

Business Travel Expense Report Template

What is a Business Travel Expense Report Template?

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

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.

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Business Travel Expense Report Template

03 • FREE TRAVEL EXPENSE REPORT TEMPLATES

Travel Expense with Mileage Report Template

What is a Travel Expense with Mileage Report Template ?

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

After you’ve added this data, 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.

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Travel Expense with Mileage Report Template

Freelancer Expense Templates

04 • FREE FREELANCER EXPENSE REPORT TEMPLATES

Contractor Expense Report Template

What is a Contractor Expense Report Template?

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

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

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Contractor Expense Report Template

Miscellaneous Expense Report Templates

05 • FREE MISCELLANEOUS EXPENSE REPORT TEMPLATES

Event Expense Report Template

What is a Event Expense Report Template?

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

You can add your venue, decoration, refreshment, guest lodging, entertainment, and prizes expenses — both the estimated expenses and the actual 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.

Best for:

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

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Event Expense Report Template

05 • FREE MISCELLANEOUS EXPENSE REPORT TEMPLATES

Expense Report for Construction Template

What is a Expense Report for Construction Template?

An 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.

Try Clockify, free time tracker & timesheet for construction

Best for:

  • Construction workers

Download: ExcelPDFGoogle DocsGoogle Sheets

preview of Expense Report for Construction Template

Expense Report Software

Now, what is Expense Report software?

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 — from here, you can easily generate reports 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 our time tracker Clockify to help facilitate the process of Expense Reporting even further — alongside the listed Expense Report Templates.

Clockify's time reports

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.

Custom fields in Clockify let you add additional information to time entries

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 calculate how much the time you spend on the said business tasks is really worth.

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
  • define a specific hourly rate for each of your projects
Clockify's time reports

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 significantly cut down 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 the 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).