10+ Expense Report Templates You Can Edit Easily

An itemised expense report with receipts attached acts as solid evidence about when, where, and how any expenses were incurred, and whether they are compliant with your organization’s expense policy. Once an employee or department has submitted their expense report, their line manager or department head reviews the report for legitimacy and accuracy. Based on this validation, they can either approve the report and forward it to the finance team for reimbursement or reject it in case of a policy violation.

You can add cost, administrative expenses, vendor payments, reimbursable employee costs, and more. A template can help you track all expenses for clear, organized accounting. Below, we cover the typical steps involved in submitting an https://www.bookstime.com/articles/indirect-method-cash-flow-statement. However, before you submit an expense report, you should always check with your internal finance team to make sure they don’t have a specific system or format in place.

Free Expense Report Templates

The Ascent is a Motley Fool service that rates and reviews essential products for your everyday money matters. You might also be using one of the free templates that can be found on the internet, or a Microsoft Excel template. To see our product designed specifically for your country, please visit the United States site.

• Our tool can help make the entire process easier, more accurate, and eliminate any chances of error — which will benefit both you and your employees.
• The template provides Currency on Hand, Quantity, and Balance columns for each petty-cash expense.
• It is very essential for expense reports to fully showcase the expenses of an entity and how these expenses have been used.
• From this monthly expense report template, you can see what the employee (Melanie Rodrigues) spent in the latter half of September 2024.

And, with the sample expense report, it’s easy to customize the file according to your needs. Simply download the template, plug in your numbers and create the perfect expense report in no time. Once you’ve completed your expense report, you’ll submit the report for approval. Every company has a unique team structure regarding who approves financial reports. Before submitting your expense report, check with your finance team to confirm the final expense approver. The best practice for a company of any size is to require expense reports to be submitted monthly.

Employee Personal Expense Report Template

Expense reports are very important, especially when you have several employees using your expense cards under your business’s name. You can have each employee create an expense sheet using the FreshBooks expense report template in just a few minutes. As a project manager, you may have to submit these documents to a department manager above you, or you may submit expense reports directly to the finance team. If a team member below you fills out an expense report, they may submit it to you for approval before it goes to the next person in charge. Report your travel expenses, especially those that are tax deductible, with a simple and easy-to-use spreadsheet. This report template includes separate columns for common types of expenses.

• This type of reporting is key for tracking income and expenses, which makes tax season a lot easier.
• The more details you provide on the front end, the less likely you’ll need to revise the report once you’ve submitted it.
• More so, the improper and unorganized listing of materials where the budget is for may also be one of the tactics of employees to cover up the expenses that they have misused.
• If you will create one of this document, make sure that you are aware of all the items that we have listed above.
• Under an accountable plan, a home office can be deducted by the business owner but not by an employee.

For each expense, provide the date, a description, and category details. As you enter each line item, the template automatically calculates your total expenses. Add any advances to the template to calculate the total reimbursement amount. Employees can use this expenses template to request reimbursement for business costs, and employers can use it to document that remuneration has been paid. This is a basic, printable expense report template for describing costs, listing amounts, and recording the dates of each transaction.

Add data visualizations to your report…

This expense report is a simple spreadsheet template for documenting the date, type, and total amount for each expense. You can customize the template by changing the column headings for categorizing expenses, or adding new columns if needed. Expenses are itemized, and the total reimbursement amount is calculated for you, minus any advance payments. The fastest way for you to track expenses is through expense report templates. This is why most businesses opt for the free templates that Excel, Google Sheets, PDF, and Word offer.

Even Zoho offers an Expense Management app designed to integrate with Zoho Books. But as the owner of the business, you should also be keeping track of any business expenses you may incur yourself. An expense is the amount of money spent and the expenses experienced by a business to generate revenue. For example, purchasing new equipment, the expense of the company’s vehicle, bad debts, and employees’ salaries, etc. An expense report is a fundamental part of every organization as you can easily record the transactions and expenses that happened during the month, quarter, or year. Moreover, generating an expense report can benefit you in the following ways.

Expense Report for PDF & Excel & Word & Google Sheets

It includes a date, vendor name, client name, account details, total amount, subtracted amount, etc. Workers often produce weekly expenditure statements for T&E that include information about their own money spent on things like client dinners or travel to customer premises. Additionally, because employees document every aspect of their spending along with the invoices, it is simpler for finance managers to determine whether or not the expenses are accurate. So, we can say that expense reports always help maintain reimbursement. An expense report, made on paper or electronically, lists all business costs an employee paid for out of pocket and claimed compensation.

• Expense reports are often accompanied by receipts to aid in tracking where every dollar was spent.
• It has the required features to keep on top of basic business expenditures, and is easy to customize.
• However, this report also includes all the purchases and taxes paid during the period.
• Select an Excel expense report template from this page, and plug in your expenses for timely reimbursement from your employer.
• Since everything is done manually, this process takes a huge amount of time.

This printable small business expense report template offers an easy way to track company expenses. Use the existing category names or enter your own column headings to best track business expenses. Once you enter the amounts, the template automatically calculates total reimbursements.

That said, you will eventually want to upgrade to expense-tracking software that saves time, especially as your expenses grow with your business. Expense tracking software from FreshBooks makes it easy to prepare your taxes, bill clients for expenses, and track project and company spending without much manual input. Do you use Quickbooks to keep track of cash flow information, bank accounts, sales, and expenses? Then, this Quickbooks dashboard will enable you to monitor all these data in one place and have a better understanding of all the financial transactions in your company’s business. The period depends on how frequently your employees run into business expenses.

Keep your expenses organized and under control with this versatile monthly expense report template. The template features month-over-month records, with each month listed on a separate sheet, as well as a year-to-date total. This printable template is perfect for individuals, small businesses, fundraisers, project managers, contractors, construction workers, consultancies, and event managers who need to track expenses.

The FreshBooks expense management tool will make your accounting experience an automated breeze, so that you can focus on running the business. Why spend time sweating over the small stuff, when you can use an automated accounting software that puts in the hard yards for you. When everybody takes care of their own expense reports, it saves you a ton of time. Instead of sifting through credit card statements and organizing charges to add to your P&L, you can pull the data from the prepared expense reports. The free expense report template from FreshBooks offers a detailed outline for what to add to each report.

• Typically, an expense report includes a comprehensive list of expenses, with each item accompanied by a corresponding description.
• An expense report provides a standardized process that addresses both these concerns.
• Expense reports also make it impossible for any expenses to pass overlooked.
• It’s completely free, allows you to start tracking expenses immediately, and contains columns for tracking a vendor’s name, taxes, notes, and more.

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