Easy expense tracking, perfect on the go. Open the sheet on your mobile device, enter a new expense, and snap a photo of the receipt to attach to the row. Share your with your manager for approval and accounting department for processing.
Template design and key features
Add the date of each expense using the date picker
Enter expense descriptions in the Primary Column (used for Smartsheet automated emails)
Track the category in this dropdown — edit dropdown values in Column Properties
Enter the expense amount — a formula calculates the total account balance at the top of the sheet
Check off the checkbox when the manager has approved the expense
Add additional details or other brief notes about each expense
Store receipts, photos, & invoices
Alerts & Reminders
Set alerts for key dates & sheet changes
Log expense details, comments, & notes
Enable Gantt view to see a timeline
View & edit expenses in a calendar
Organize rows into collapsible sections
Collaborate in real-time with your manager
Request updates on expense approval
Collect new expenses
View & update your expenses on the go
Sharing with different access levels
Sharing Your Sheet
Share your expense report with your manager
Select the Sharing tab to share with your collaborators. Add collaborator email addresses and select a permission level.
- Viewer: can view and export the sheet, but can't make changes
- Editor: can edit information in cells, add attachments, set alerts, & create discussions
- Admin: can add collaborators, edit columns, & change dependency settings
Share multiple sheets in a Workspace
Create a Workspace to share multiple sheets with the same group of people, with consistent sharing permissions on all items in the workspace.
Prevent edits with locked rows & columns
Lock any column or non-blank row to prevent others from changing or deleting key information. Only sheet Owners or Admins can lock, unlock, & edit locked columns & rows.
Collaborating on your expense report
Collaborating on Sheets
Collaborate in real-time
Work simultaneously with everyone shared to the sheet. To help you see changes, Smartsheet will notify you when multiple collaborators are working on the sheet.
Highlight everyone's changes
Select the Highlight Changes button to see all recent changes since the last time you viewed the sheet - or within the day, week, month, or a specific date range.
Get a revision history on any cell
Right click on a cell and select View History to see previous values, who made each change, and when.
Format content automatically
Call attention to key information by setting Conditional Formatting rules to automatically format cells based on the values they contain, such as Manager Approved.
Getting updates on expenses
Alerts & Reminders
To set an email reminder on any expense in your sheet, select Set Reminder from the row menu. Choose the Alerts tab to trigger Reminders for the whole sheet, or to notify yourself & others of changes to the sheet.
Get automatic updates from your team
Send an update request, a special email designed to allow anyone to update rows on your sheet. Select one or more rows, then use the row menu to send a one-time or recurring request for regular updates.
Working with your accounting team
Build a workspace
Create a workspace that is shared widely across your organization. Then, anyone shared to the workspace can access the expense report template. Direct employees to use the expense template from the shared workspace.
Save the sheet as a template
Save your sheet as a template in the workspace.
Share the expense report
Direct employees to share their completed expense reports back to their manager and appropriate accounting team with Editor permissions.
How to Set Up a Sheet