Expense Report

Ready-To-Use Expense Report Template With Chart

Expense Report Template in Excel, OpenOffice Calc & Google Sheet to report, and monitor business expenses made by employees.

Businesses can use this as a reimbursement form for business trips, expenses of departments, or projects. Moreover, this template performs expense analysis and displays it in graphical charts.

Therefore, the expense-wise analytical study can help businesses to cut down costs on unnecessary expenses and increase profits.

What Is An Expense Report?

An expense report is a summary of expenses that an employee makes on behalf of the company for business purposes.

Usually, it is a reimbursement form that a company uses to track its business spending. Businesses mandate employees to submit an expense report for the expense incurred along with relevant bills and approvals.

Moreover, it helps track business expenses for an employee’s business trip, spending on regular expenses made by a particular department, or expenses made on any project by a company for their client.

Furthermore, after examining the report and approval, the employer pays the employee the amount spend it is in line with the guidelines and reimbursement policies of the company.

Types Of Expense Report

There are 3 types of expense reports:

  1. Simple Expense Report
  2. Business Travel Expense Report
  3. Project Expense Report

Simple Expense Report

As the name suggests, it is a basic report that displays dates, types of expenses, and modes of payment. It can be used for any purpose like business travel, office routine expenses, mileage expenses, etc.

This report is useful for small-scale sales businesses in which employees have to travel for business purposes to other cities.

Business Travel Expense Report

Business Travel Expense report is specifically for reimbursement purposes of business travel made by employees on behalf of companies during a specific trip.

It is a detailed report with a bifurcation of expenses made for business. In simple terms, along with the sum of all expenses, it displays expenses in different heads along with their specific totals.

Project Expense Report

A project expense report is a document that records expenses made on a particular project during a specific period. This helps the project manager or the employer to know the expenses made on a project against the project budget.

This expense report is useful for freelancers and project managers to calculate and analyze the profitability of a project.

We have created all the above 3 types of created Expense Report Templates with predefined formulas, functions, and charts to easily track and report the expenses.

Download Simple Expense Report Template (Excel, OpenOffice Calc & Google Sheet)

Simple Expense Report

Download by clicking below on the desired format:

Microsoft Excel OpenOffice Calc Google Sheet

Additionally, you can download Accounting templates like Accounts Payable Template, Depreciation Calculator, Bank Book, Cash Book Template, Petty Cash Book Template, Purchase Order Template, and Payroll Template With Attendance.

Feel free to contact us for the customization of this template as per your requirement. We also design new templates based on your needs. You can hire us for our services on Fiverr or directly contact us at info@msofficegeek.com.

Components of Simple Expense Report Template

This template consists of 4 sections: Company Information, Employee Information, Expenses Record section, and Approval Section.

Company Information Section

Simple Expense Report

The company information includes the Company Name, Address, and company logo. Insert company name and address.

Employee Information

Simple Expense Report

The Employee information section consists of the following:

Employee Name
Employee ID
Department
Manager
Purpose
Period
Mileage Rate

An employee needs to insert the above details along with the purpose of the business. Mileage rate applies to those employees that use personal vehicles for traveling on business trips.

Expense Record

Simple Expense Report

This section consists of the following columns:

Date
Expense
Type
Mode
Amount

Insert date of expense, and name of the place/vendor to which the expenses are being paid. There are different types of expenses like lodging, transportation, meals, etc. Insert them in the Type Column.

Select the mode of payment from the dropdown list and insert the amount.

In the end, it displays the total expenses, advance given, and balance to pay. If there is no advance then the complete amount is reimbursed.

Furthermore, the cell displays in green if the amount is receivable by the employee and in red if the amount is payable by the employee.

Approval Section

Simple Expense Report

The approval section consists of a signature section for approving authority along with the signatures of the employee and the accountant.

Moreover, it also displays a note for employees to attach receipts and bills for the expenses made during the travel.

Printable Simple Expense Report

Click on the image below to print a blank Simple Expense Report:

Simple Expense Report

Download Business Travel Expense Report Template With Expense Analysis (Excel, OpenOffice Calc & Google Sheet)

Business Travel Expense Report

Download by clicking below on the desired format:

Microsoft Excel OpenOffice Calc Google Sheet

Components of Business Travel Expense Report Template

This template consists of 6 sections: Company Information, Employee Information, Expenses Record section, Approval Section, Expense Bifurcation, and Expense Analysis Graph.

Company Information Section

The company information includes the Company Name, Address, and company logo. Insert company name and address.

Business Travel Expense Report

Employee Information

This section consists of the following:

Employee Name
Employee ID
Department
Manager
Purpose
Period
Mileage Rate

The employee needs to insert the above details along with the purpose of the business. Moreover, the mileage rate applies to those employees that use personal vehicles for traveling on business trips.

Expense Record

Business Travel Expense Report

This section consists of the following columns:

Date
Expense
Type
Mode
Amount

Insert date of expense, and name of the place/vendor to which the expenses are being paid.

There are different types of expenses like lodging, transportation, meals, etc. Select the type of expense. When you select the type of expense it will display in the table expense bifurcation table on the right side of the template.

Select the mode of payment from the dropdown list and insert the amount.

In the end, it displays the total expenses, advance given, and balance to pay. Hence, if there is no advance then the complete amount is reimbursed.

Furthermore, the cell displays in green if the amount is receivable by the employee and in red if the amount is payable by the employee.

Approval Section

Business Travel Expense Report

The approval section consists of a signature section for approving authority along with the signatures of the employee and the accountant.

Moreover, it also displays a note for employees to attach receipts and bills for the expenses made during the travel.

Expense Birufation

Business Travel Expense Report

This section is auto-populated. Thus, when you select the type it automatically displays the amount in the respective expense column.

Expense Analysis Graph

Business Travel Expense Report

Based on the data input the template automatically prepares a pie chart of the percentage of expenses spent under each head.

Printable Business Travel Expense Report

Click on the image below to print a blank Business Travel Expense Report:

Business Travel Expense Report

Download Project Expense Report Template With Expense Analysis (Excel, OpenOffice Calc & Google Sheet)

Project Expense Report

Download the Project Expense Report Template by clicking below on the desired format:

Microsoft Excel OpenOffice Calc Google Sheet

Components of Project Expense Report Template

This section consists of 6 sections: Company Information, Project Information, Project Expense Record Section, Summary Section, Project Analysis Graph, and Project Expense Analysis Graph.

Company Information Section

The company information includes the Company Name, Address, and company logo. Insert company name and address.

Project Expense Report

Project Information

This section consists of the client name, project source(if you are a freelancer), Price or budget of the project, duration of the project, start date, and end date of the project.

Project Expense Record Section

Project Expense Report

The expense record section consists of the following columns:

Date
Expense
Quantity
Type
Rate
Amount

Insert date of particular expense, expense description, quantity, type, and rate. Amount column is auto-populated. Type can be either units, hours, labor, days, etc.

Summary Section

This section displays the total amount spent on the project, budget, and profit/loss. If there is profit, the cell will turn green, and if there is loss, then red.

Project Expense Report

Project Analysis Graph

This section displays the graph of the summary section.

Project Expense Report

Project Expense Analysis

This section displays the graph of project expenses.

Project Expense Report

Printable Project Expense Report

Click on the image below to print a blank Project Expense Report:

Project Expense Report

Uses of Expense Report

The expense report has multiple uses. It can be used for personal as well as business use. Generally, expense reports are useful for the following:

  1. Reimbursement of expenses.
  2. Tracking business expenses.
  3. Proper accounting of the business expenses can reduce tax liability.
  4. Reports provide a detailed overview of overhead expenses for running the business
  5. Help to define future budget of expenses.
  6. Helps the management analyze and curb unnecessary overheads.

Frequently Asked Questions

When is overnight lodging not acceptable?

Overnight lodging is not be allowed if the travel destinations are located within a reasonable commuting distance from the office or residence. Generally, most companies consider 50 miles or 1 ½ hour of travel time as a reasonable commuting distance. Usually, higher cader officers are allowed for such facilities. It solely depends on company policy.

Which Travel expenses are tax-deductible?

1. Transportation costs between cities such as airplane, bus, train or car.
2. Travel is between the airport or other station and the employee’s hotel, or between the hotel and work location.
3. Baggage and shipping costs.
4. Vehicle expenses.
5. Lodging and meals.
6. entertainment expenses such customers/clients and/or employees at restaurants, nightclubs, social, athletic, or sporting events, or on hunting, fishing, vacation, or similar trips.
7. Cleaning, telephone, tips, and other ordinary and necessary expenses are deductible as incidental expenses.

What are commonly reimbursable travel expenses?

Commonly reimbursable travel expenses include the following:
1. Mileage expense.
2. Car rental or Gas.
3. Hotels and motels.
4. Parking fees and Tolls.
5. Taxi, Bus/Metro/Subway fares.
6. Business center expenses.
7. Phone and internet access charges.
8. Conference registration fees.
9. Currency Conversion fees.
10. Postage for business.
11. Small acceptable amounts of Tips.

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