Free Small Business Expense Reports, Trackers, and Spreadsheets Templates

A small business expense report template is a tool to track daily or weekly expenses. 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. 

It’s critical for small business owners to accurately track expenses, and using a template can simplify the process. Customize the categories in the templates on this page to fine-tune your tracking to meet your exact financial needs. Track costs and expenses on a weekly, monthly, or yearly basis, in as much detail as is required for your business. 

A small business expense tracking template typically includes the following features, many of which you can customize:

• Name: Track expenses by employee or group name.
• Employee ID: Use employee identification numbers as an alternate way to track expenses. 
• Statement: Organize expense reports with a statement number to allow for easy cross-referencing and document retrieval.
• Department: Many businesses have separate budgets for each department. Enter department details to assign expenses correctly.
• Manager: Enter the name of the manager responsible for the employee incurring expenses. 
• Date: Enter the date of the expenditure.
• Description: Add descriptions of costs and expenses for more detailed accounting.
• Expense Category: Organize your costs into typical categories, such as rent, taxes, utilities, legal, marketing, payroll, and inventory.
• Purpose of Expense: Beyond categorizing expenses, it can also be helpful to track the purpose of each expenditure. 
• Authorized By: Enter the name of the authorizing employee for any expenses incurred.
• Total: View total expenditures. 
• Monthly or Weekly Tracking: View total costs and expenditures by week, month, or year.