Download the Expense Report Template in Excel, OpenOffice Calc & Google Sheets to report and monitor business expenses made by employees.
Businesses can use this as a reimbursement form for business trips, departmental expenses, 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.
Table of Contents
Key Takeaways
- Expense Report Template helps track, manage, and analyze employee business expenses efficiently.
- Suitable for reimbursements, departmental expenses, and project-based cost tracking.
- Available in multiple formats, including Excel, OpenOffice Calc, and Google Sheets.
- Includes automated calculations, expense categorization, and summary reports.
- Provides visual insights through charts for better decision-making.
- Supports three types: Simple, Business Travel, and Project Expense Reports.
- Helps businesses control costs, improve budgeting, and maintain financial transparency.
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 that employees submit an expense report for expenses 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 its client.
Furthermore, after examining the report and approval, the employer pays the employee the amount spent if it is in line with the guidelines and reimbursement policies of the company.
Types Of Expense Report
There are 3 types of expense reports:
- Simple Expense Report
- Business Travel Expense Report
- 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, such as 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
A 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 breakdown 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 Sheets)
Download by clicking below on the desired format:
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 requirements. 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
The company information includes the Company Name, Address, and company logo. Insert company name and address.
Employee Information
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 who use personal vehicles for traveling on business trips.
Expense Record
This section consists of the following columns:
Date
Expense
Type
Mode
Amount
Insert the date of the expense and the 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
The approval section consists of a signature section for the 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:
Download Business Travel Expense Report Template With Expense Analysis (Excel, OpenOffice Calc & Google Sheet)
Download by clicking below on the desired format:
Components of Business Travel Expense Report Template
This template consists of 6 sections: Company Information, Employee Information, Expense 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.
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 who use personal vehicles for traveling on business trips.
Expense Record
This section consists of the following columns:
Date
Expense
Type
Mode
Amount
Insert the date of the expense and the 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 expense bifurcation table on the right side of the template.
Select the mode of payment from the dropdown list and enter 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
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 Bifurcation
This section is auto-populated. Thus, when you select the type, it automatically displays the amount in the respective expense column.
Expense Analysis Graph
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:
Download Project Expense Report Template With Expense Analysis (Excel, OpenOffice Calc & Google Sheet)
Download the Project Expense Report Template by clicking below on the desired format:
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 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
The expense record section consists of the following columns:
Date
Expense
Quantity
Type
Rate
Amount
Insert the date of the particular expense, expense description, quantity, type, and rate. The 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 a loss, then red.
Project Analysis Graph
This section displays the graph of the summary section.
Project Expense Analysis
This section displays the graph of project expenses.
Printable Project Expense Report
Click on the image below to print a blank 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:
- Reimbursement of expenses.
- Tracking business expenses.
- Proper accounting of business expenses can reduce tax liability.
- Reports provide a detailed overview of overhead expenses for running the business.
- Helps define the future budget of expenses.
- 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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