Free Expense Report Templates: Excel, Word, Sheets, Docs & PDF
14 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.
Excel • Word • PDF
What is an expense report?
An expense report is a form used to track all business-related costs — from employee-incurred expenses to project-specific costs. Expense reports provide a detailed record of all expenses incurred for each project. This allows businesses to monitor profitability and estimate future budget needs more accurately.
Basic Expense Report Expense Report With Advance Reimbursement Project Expense Report Daily Expense Report Weekly Expense Report Monthly Expense Report Business Trip Expense Report Travel Expense Report With Mileage Mileage Expense Report Construction Expense Report Small Business Expense Report Contractor Expense Report Event Expense Report Template Restaurant Expense Report
An expense report is also used for cash reimbursement requests. Once an employee pays out of pocket for a job-related expense, they complete the expense report to be reimbursed.
Typical reimbursable expenses include costs incurred during a business trip (e.g., meals, transportation, accommodation), necessary equipment, software, and company car repairs.
Here’s a table listing common required fields of an expense report — along with their purpose.
| Required field | Purpose |
|---|---|
| Payer’s name | For the employee to be reimbursed, the expense report must indicate who paid. |
| Supplier information | Adding payee information helps the expense approver verify the purchase. |
| Expense date | Specifying the date the expense was paid helps determine the accounting period the expense falls into for bookkeeping purposes. |
| Expense type | Specifying the expense type helps keep all costs organized. |
| Expense amount | The total expense amount indicates how much the employee needs to be reimbursed. |
| Receipt | Depending on the company policy, employees usually need to provide a receipt to prove the purchase was made. |
Free expense report templates
Creating expense reports from scratch is time-consuming, but you can use pre-made templates instead. Here are 14 expense report templates you can download right now — available in Excel, Word, PDF, Google Sheets, and Google Docs.
| Template name | Use case | Best for | Available formats |
|---|---|---|---|
| Basic Expense Report Template | When you need a simple expense report containing only the necessary payment information (payment method, date, payee, and expense amount) | Any businesses or nonprofit organizations that need to file expense reports quickly without too much detail | Excel, Word, PDF, Google Sheets, and Google Docs |
| Expense Report With Advance Reimbursement Template | When you have expenses that have partially been reimbursed in advance | Any business that gives a cash advance | Excel, Word, PDF, Google Sheets, and Google Docs |
| Project Expense Report Template | When you want to categorize expenses by project | Any businesses that organize their work by project (e.g., IT companies, consulting agencies, engineering firms, etc.) | Excel, Word, PDF, Google Sheets, and Google Docs |
| Daily Expense Report Template | When you want to log expenses daily | Businesses in industries where expenses are incurred daily (e.g., construction, transportation, etc.) | Excel, Word, PDF, Google Sheets, and Google Docs |
| Weekly Expense Report Template | When you want to log expenses weekly | Businesses that need expense reports to be filed weekly | Excel, Word, PDF, Google Sheets, and Google Docs |
| Monthly Expense Report Template | When you want to log expenses monthly | Businesses that need expense reports to be filed monthly | Excel, Word, PDF, Google Sheets, and Google Docs |
| Business Trip Expense Report Template | When you need to log expenses incurred on a business trip | Businesses that organize frequent business trips | Excel, Word, PDF, Google Sheets, and Google Docs |
| Mileage Expense Report Template | When you need to log mileage for business-related travel so that fuel expenses can be reimbursed | Businesses with employees who need to use personal vehicles for business purposes | Excel, Word, PDF, Google Sheets, and Google Docs |
| Travel Expense Report With Mileage Template | When you need to log expenses incurred on a business trip, along with mileage | Businesses that require their employees to go on business trips with their personal vehicles | Excel, Word, PDF, Google Sheets, and Google Docs |
| Construction Expense Report Template | When you need a template made specifically for construction projects | Construction teams | Excel, Word, PDF, Google Sheets, and Google Docs |
| Small Business Expense Report Template | When you need to log expenses for your small business | Small businesses that need an expense report that details office supplies, software, and phone costs | Excel, Word, PDF, Google Sheets, and Google Docs |
| Contractor Expense Report Template | If you’re a freelancer or contractor who needs to add tax-related information to the expense report | Self-employed individuals like freelancers and contractors | Excel, Word, PDF, Google Sheets, and Google Docs |
| Event Expense Report Template | When you need to log expenses incurred during work events | Businesses that host events that include guests (e.g., promotional events) | Excel, Word, PDF, Google Sheets, and Google Docs |
| Restaurant Expense Report Template | When you need to log expenses incurred during a business meeting in a restaurant | Businesses that organize business dinners at restaurants | Excel, Word, PDF, Google Sheets, and Google Docs |
How to download expense report templates
To use the template, you’ll need your own copy. If you choose Google Sheets or Google Docs, click on the ‘Make a copy’ button that appears after you click the link. You can later save the template on your computer. For Excel, Word, and PDF, once you click the link, the template will be downloaded to your computer automatically, and you can start editing right away.
Simple expense report templates
Simple expense report templates are useful when you only need to track essential expense-related data. This involves information such as the total expense amount, expense category, payee, and supplier.
Basic Expense Report Template
Whenever you need a simple form to help you track your recent expenses accurately, you can go for a Basic Expense Report Template. This template lets you organize your payment expenses by:
- Payment date
- Payment method
- Payee
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Basic Expense Report Template?
- Download the template as instructed
- Fill out the details:
- Expense period
- Employee information
- Payment date
- Payment method
- Expense description
- Paid to
- Amount paid
- Subtotal
- Total
- Calculate expenses — Once you enter the amounts you paid for each item, you'll get your expenses calculated by date, with a subtotal for each date and a total for the entire expense period.
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The Basic Expense Report Template is best for businesses of any size that don’t need a detailed expense report and for nonprofit organizations.
Expense Report With Advance Reimbursement Template
If you need to track expenses that were partially reimbursed in advance, use the Expense Report With Advance Reimbursement. This template allows you to document how much cash advance was given and calculates the total amount that needs to be reimbursed.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Expense Report With Advance Reimbursement Template?
- Download the template as instructed
- Organize your expenses by:
- Payment date
- Item
- Item category
- Calculate expenses with advance reimbursement — Once you enter the costs and cash advance amount, you’ll get the remaining reimbursement amount calculated automatically.
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 associated with it, then the Project Expense Report Template could come in handy. This template lets you organize all your project-related expenses by date and description.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Project Expense Report Template?
- Download the template as instructed
- Specify your expenses — Describe the project and add costs for categories like transport and meals. You can change the category names to fit the expenses associated with your specific projects.
- Add the cash advance amount — If a cash advance was given, add the amount to the total cash advance cell.
- Calculate the total — Once you add all costs, the total amount to be reimbursed will be calculated automatically. If there was a cash advance amount, it would be subtracted from the total.
The Project Expense Report Template is best for people who work on multiple projects.
Recurring expense report templates
If you’re looking for ready-made, easy-to-edit expense report templates that can help you keep an eye on your expenses on a daily, weekly, or monthly basis, then the recurring expense report templates could be perfect for you.
Daily Expense Report Template
The Daily Expense Report Template is a downloadable document that lets you record expenses daily. Thus, you’ll have a separate expense report for each day.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Daily Expense Report Template?
- Download the template as instructed
- Fill out the required fields:
- Date the expense was incurred
- Employee information
- Expense name
- Payment method
- Payee
- Payment amount
- Calculate the total expense amount— Once you add the amount paid for each item, the subtotal and total will be calculated automatically.
The Daily Expense Report Template is best for people in construction, transportation, and other industries where expenses are incurred daily.
Done juggling multiple spreadsheets?
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. This template lets you list your expenses, related payment methods, and the payee for each day of the week.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Weekly Expense Report Template?
- Download the template as instructed
- Add the following details for each week:
- Expense description
- Payment method
- Payee
- Amount paid
- Calculate the total expense amount— Once you add all the costs, the subtotal for each day and the total for the entire week will be calculated automatically.
The Weekly Expense Report Template is best for people who need to file reimbursement requests weekly.
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 each month.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Monthly Expense Report Template?
- Download the template as instructed
- Specify the following details:
- Month
- Employee details
- Expense description
- Payment method
- Payee
- Amount paid
- Calculate the total expense amount— Once you add all the costs, the subtotal for each day and the total for the entire week will be calculated automatically.
The Monthly Expense Report Template is best for people who need to file their reimbursement requests monthly
🎓 Smart Ways for Monthly Expense Tracking
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 Trip Expense Report Template
If you frequently need to travel for business purposes, you can use the Business Trip Expense Report Template to track expenses for your business travels.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Business Trip Expense Report Template?
- Download the template as instructed
- Specify the business trip costs — The template prompts you to add transport, accommodation, and meal costs. You can also add other expenses that don’t fit into these categories.
- Calculate the cost — Once you’ve added the expenses, you’ll have your total transport, hotel, meal, and other travel-related expenses automatically calculated for the entire business trip.
The Business Trip Expense Report Template is best for employees who travel for business over longer distances, often requiring them to switch several modes of transportation and stay at hotels.
Tired of messy receipts and manual entries in templates?
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 Mileage Expense Report Template can help you automate this process.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Mileage Expense Report Template?
- Download the template as instructed
- Specify:
- Your starting place
- Destination
- Travel purpose
- Mileage and mileage rate
- Calculate the cost — After you’ve added all the data, including the date, purpose, and mileage, you’ll get your mileage expense for that date, and the total expense amount will be calculated automatically.
The Mileage Expense Report Template is best for field workers who use the company vehicle for business purposes.
Travel Expense Report With Mileage Template
If your job requires you to travel frequently for business but you usually use your own vehicle, the Travel Expense with Mileage Report Template can help you quickly calculate your travel expenses.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Travel Expense Report With Mileage Template?
- Download the template as instructed
- Fill out the following details:
- Expense period
- Company and employee information
- Mileage
- Other business trip-related details
- Calculate the subtotals and totals — After you’ve added all the data regarding your travel expenses, you’ll get your total expenses for the specific date. The total mileage, hotel, meals, and other travel-related expenses for the entire business trip are also calculated automatically.
The Travel Expense Report With Mileage Template is best for employees who take long business trips that require them to stay in hotels and travel by car, and who need reimbursement for mileage.
Case-specific expense report templates
If you need a template tailored to your industry, business size, or business event, check out our case-specific expense report templates.
Construction Expense Report Template
If you frequently need to cover construction-related expenses and you need an easy way to stay on top of them, then the Construction Expense Report Template has got you covered.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Construction Expense Report Template?
- Download the template as instructed
- Fill out the details — Add your work date and specify the house identification number, the expense identification number, as well as the construction site and construction-related expenses.
- Calculate the subtotals and totals — Once you’ve added this data, you’ll get the total expense for the date, as well as the subtotal by date calculated automatically.
The Construction Expense Report Template is best for construction workers who want to track expenses per job location.
Small Business Expense Report Template
The Small Business Expense Report Template is suitable for small businesses that need to record office supplies, software, and phone costs.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Small Business Expense Report Template?
- Download the template as instructed
- Fill out the details — Add the date range, employee details, and type of expense, along with its cost.
- Calculate the subtotals and totals — Once you’ve added this data, you’ll get the total for each expense type and the total amount to be reimbursed calculated automatically.
The Small Business Expense Report Template is best for small businesses that want to categorize their expenses.
Contractor Expense Report Template
In case you’re looking for a simple form to help you keep track of your freelance expenses, the Contractor Expense Report Template could come in handy.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Contractor Expense Report Template?
- Download the template as instructed
- Fill out the following details:
- Date
- Item description
- Item category
- Notes
- Amount with value-added tax (VAT)
- VAT
- Calculate the total — 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’re providing services to.
Event Expense Report Template
The Event Expense Report Template is simple to use and helps you keep track of all your event-related costs.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Event Expense Report Template?
- Download the template as instructed
- Add both estimated and actual expenses for:
- Venue
- Decoration
- Refreshment
- Guest lodging
- Entertainment
- Prize costs
- Calculate the costs — Once you add expenses, your estimated and actual expenses for each section and the entire event will be automatically calculated. You’ll also get the difference between the estimated and actual costs.
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.
Restaurant Expense Report Template
The Restaurant Expense Report Template lets you track and record the expenses you incur during business meals with business partners, clients, and potential employees you’re looking to recruit to your company.
⬇️ Word • Excel • PDF • Google Docs • Google Sheets
How to use the Restaurant Expense Report Template?
- Download the template as instructed
- Fill out the details regarding guests, restaurant, purpose, and costs
- Calculate the total restaurant costs — Once you’ve added all the data on the purpose of your restaurant visit and the costs, you’ll have your meal and drink costs calculated by date, with a subtotal and total.
The Restaurant Expense Report Template is best suited for HR specialists, account managers, executives, and other professionals who regularly meet with business partners, clients, and potential employees.
Tired of manual expense reporting in templates?
How to fill out an expense report
Expense templates are one part of the equation. For the report to be company policy-compliant, it needs to be filled out properly.
#1: Enter employee information
The expense report should contain the information about the person who paid for the expense. This way, the person can be properly reimbursed.
#2: Add expense date
Then, enter the date the expense was incurred. This helps verify the expense upon approval and order expense reports by date.
#3: Categorize by expense type
To keep all expenses well organized, specify the expense type. This could be travel expenses, meals, or office supply costs.
#4: Enter amount
Next, enter the expense amount. If the expense report contains multiple items, you’ll need to add up all the subtotals.
For example, let’s say you’re filling out a daily expense report. That particular day, you paid for the software you needed for a project and a couple of office supplies. The software cost $50, and the supplies were $20. The total cost you’d add to your daily report would be $70.
#5: Attach receipt
For the expense report to comply with company policy, you’ll likely need to attach the receipt. This allows the approver to easily confirm that the expense report is correct.
#6: Submit for approval
After ensuring the expense report complies with the company policy, the employees need to submit it for approval. This can be done by sending a filled-out expense template via email to the approver or printing it out and handing it in. Alternatively, expense reports can be submitted and approved/rejected through an expense tracking app.
🎓 How To Build an Efficient Expense Approval System
Automate your expense tracking with Clockify by CAKE.com
Expense report templates make expense reporting easier — but sometimes you need a more flexible solution. That’s where an expense tracker like Clockify by CAKE.com comes in handy.
Clockify handles your calculations and keeps the costs of your business operations and tasks in one place. You can easily categorize your expenses by creating expense categories or using the pre-existing ones.
To create an expense, employees simply need to specify:
- Expense category
- Project
- Expense amount
Employees can even attach a receipt or capture it directly inside the mobile app.
Having added their expenses, team members can submit them for approval.
FAQs about expense reports
If you want to learn even more about expense reports, check out answers to these frequently asked questions.
What are the 4 main expense types?
The 4 main expense types include operating, non-operating, fixed, and variable.
An operating expense is the cost incurred when conducting business activities, whereas a non-operating expense isn’t related to any business activity.
A fixed expense is a cost that never changes — regardless of how much product/service a company produces or sells. In contrast, a variable expense increases or decreases in proportion to the volume of product or service produced. The more of a product/service is produced, the higher the cost, and vice versa.
What should be included in an expense report?
An expense report should include the purchase date, the supplier name, the amount paid, the expense category, and the receipt.
What is the $75 receipt rule for expense reports?
The IRS $75 receipt rule states that employers should ask employees to provide paper receipts for all expenses over $75.
Are expense reports difficult to use?
Expense reporting can be difficult for employees. As many as 78% of employees said they find the expense report process too time-consuming (according to a study by Mesh Payments). However, there are ways to simplify expense reporting, such as automating the process with expense-tracking software.
What are 5 examples of business expenses?
Examples of business expenses include office supplies, software, transportation, meals, and business trip accommodation.
