Free Expense Report Templates

Smartsheet Contributor Andy Marker

November 28, 2016

An expense report is commonly used for recording business travel expenses such as transportation, food, lodging, and conference fees. But an expense report can also be used to document any business expense for which an employee needs to be reimbursed. For example, you can use an expense report to track mileage and gas used on the job, meetings with clients that include meals or other entertainment, or even office supplies purchased by an employee. An expense report provides an accurate record of business costs, which is important for budget planning and tax reporting. Providing receipts for all expenses listed on a report helps prevent mistakes and prepares businesses for filing taxes and completing audits. Collecting expense reports from employees on a weekly or monthly basis can safeguard against budgeting errors and helps ensure that money is being well spent.

Depending on your business needs, an expense report may be lengthy and detailed or a simple form. It will typically include an itemized list of expenses along with a description for each item. Expenses may be separated into categories, such as mileage, meals, hotel costs, or employee training. If the report is specifically for travel, it may include information about the destination and reason for travel. Any advance payment for costs should be listed and subtracted from the total cost of reimbursement. It’s also important to include a signature line for approval and contact information for the person requesting reimbursement. For accurate record-keeping, the time period in which the costs were accrued can be listed.

Expense sheets can also be useful for creating a personal budget, whether you’re tracking monthly income and household expenses, embarking on a remodeling project, or planning a wedding. A personal budget tracks your primary expenses and may reveal where you can cut costs and increase savings. To address both personal and business needs, we’ve included a variety of free expense sheet templates below, from formal expense reports to simple budgets for personal and event planning. To use these Word and Excel expense templates, click on the download button, save the file to your device, and customize or print the template as needed.

We’ve also provided expense report templates in Smartsheet, a real-time work execution platform that empowers you to more easily track, share, and manage expense reports than in Excel.

Simple Expense Report Template for Excel


Simple Expense Report Template

Download Simple Expense Report Template

Excel | Smartsheet

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.

Monthly Income and Expense Template for Excel


Monthly Income and Expense Template

Download Monthly Income and Expense Template

Excel | Smartsheet

Use this template to track both income and expenses on a monthly basis. This Excel expense template provides a straightforward spreadsheet format and calculates totals for you. It can be adjusted to include whatever expenses you want to keep track of, and each month is a separate sheet, making it easy to track monthly and annual expenses.

Expense Sheet Template for Excel


Expense Sheet Template

Download Expense Sheet Template

Excel | Smartsheet

This basic expense spreadsheet template is designed for tracking expenses, whether personal or business related. Keep track of purchases and other expenses by recording the payment method, type of transaction, amount of payment, and other details. You can refer to this expense sheet as an easy reference tool, create a monthly expense report, and quickly add up expenses over any time period.

Event Budget Template for Excel


Event Budget Template

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Excel | Smartsheet

This event budget template provides itemized lists of expenses and revenue sources, comparing projected and actual totals. It includes a pie chart showing a breakdown of expenses and the percentage of budget each category is using - this makes it easy to create a visual event expenses report to share with others. Compare profits and losses to inform your future event budget planning.

Weekly Expense Report Template for Excel


Weekly Expense Report Template

Download Weekly Expense Report Template

Excel | Smartsheet

Some businesses require employees to submit a weekly expense report so that expenses are tracked and reimbursed at consistent intervals. This template provides a detailed record of expenses for each day of the week. You can edit the expense categories to match your needs, whether it’s travel costs, shipping charges, business meals, or other expenses. There is room for describing the business purpose for different expenses, the payment type, and subtotals.

Business Budget Template for Excel


Business Budget Template

Download Business Budget Template

Excel | Smartsheet

If you need to track small business expenses and develop a balanced budget, this business budget template calculates costs for goods and services. Enter your operating expenses from marketing to payroll and office supplies, and weigh these against your income. The template shows projected income and expenses alongside actual amounts, which is helpful for future budget planning.

Personal Budget Template for Excel


Personal Budget Template

Download Personal Budget Template

Excel | Smartsheet

Creating a personal budget can be a great tool for financial management, and also help you identify and reach your monetary goals. This monthly expenses template compares your outgoing costs to income and savings, and includes a dashboard view for a quick visual reference. Income, savings and expenses are all itemized, so you can track different sources and get a comprehensive picture of your financial situation.

Balance Sheet Template for Excel


Balance Sheet Template

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Excel | Smartsheet

Use this balance sheet template to compare assets and liabilities, creating a quick report on your company’s current financial standing. A balance sheet can be a useful tool for communicating with investors and summarizing complicated financial data into a simple spreadsheet.

Travel Expense Report Template for Excel


Travel Expense Report Template

Download Travel Expense Report Template

Use this detailed travel expense report template to keep track of business trip expenditures. The template includes mileage tracking, other transportation costs, lodging, meals, and more. There is also space to list miscellaneous expenses that may not fit in the other categories. You can include contact information for employer and employee, as well as info on the travel destination and purpose for the trip.

Business Mileage Tracking Sheet for Excel


Business Mileage Tracking Sheet Template

Download Business Mileage Tracking Sheet

Many businesses and organizations reimburse employees for mileage costs. This mileage expense sheet can be used to record and calculate any miles accrued for business purposes. Enter the rate per mile and number of miles to calculate the total reimbursement amount. You can include odometer readings and any pertinent notes about the travel purpose or outcome.

Business Expense Reimbursement Form for Excel


Business Expense Reimbursement Form Template

Download Business Expense Reimbursement Form

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 Excel expense report template for describing costs, listing amounts, and recording the dates of each transaction. It can also easily be modified to include more columns or additional information.

Money Manager Template for Excel


Money Manager Template

Download Money Manager Template

Use this money manager template as a combined expense tracker and budget planner. Record the details of each transaction, including the account type, category, and date.

Expense Report Templates for Word

Business Expense Template


Business Expense Template

Download Business Expense Template

If you need a business expenses template for Word, this report provides an itemized outline in table format. You can document various expenses, the dates they were accrued, total costs, and employee information. This is a simple form that can be modified to suit your business.

Credit Card Expense Report Template


Credit Card Expense Report Template

Download Credit Card Expense Report Template

This template summarizes credit card expenses to track business purpose and amount spent. This expense report should be accompanied by receipts for each transaction listed. This can be used for tracking monthly credit card expenses and to support accounting practices.

Annual Expense Report Template


Annual Expense Report Template

Download Annual Expense Report Template

Use this annual expense report to itemize monthly, quarterly, and yearly totals. This form provides a quick breakdown of costs for different business categories and creates a brief report. There is also room for notes if additional information needs to be included.

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