Free expense report template
Download the expense report template for Excel, or as a PDF to print and fill in by hand. It's free and you don't need an account.
Expense report
- Name
- Period
- Project
| Date | Description | Category | Amount |
|---|---|---|---|
What an expense report should contain
Reimbursement and tax rules for expenses differ by country and by company policy, so follow your expense policy and ask your accountant when in doubt.
- Name and period
- Who is claiming and which weeks or month the report covers.
- Project or client
- Where the costs belong, especially if some of them will be billed on to a client.
- Date and description
- One line per expense, with the day and what it was for.
- Category
- Travel, accommodation, meals, material or whatever categories your policy uses.
- Amount and currency
- The amount on the receipt. For foreign currencies, add the converted amount and the exchange rate you used.
- Mileage
- For trips with your own car, the distance and the rate per kilometre or mile set by your company or local rules.
- Receipts
- Attach a receipt for every line and number them so each one matches its line.
- Total and approval
- The sum to be reimbursed and, if your company requires it, a signature or approval.
How to use the expense report template
-
1
Pick Excel or PDF
Use Excel to fill it in on screen, or print the PDF and write by hand.
-
2
Collect your receipts
Gather all receipts for the period and sort them by date. Photograph or scan paper receipts so nothing gets lost.
-
3
Enter one line per expense
Add date, description, category and amount for each receipt, then check the total.
-
4
Submit it with the receipts
Send the report and the receipts to whoever approves it, or use it to bill costs on to your client.
Questions and answers
Is the expense report template free?
Yes. Download it without an account and use it for yourself or your team as often as you like.
Can I use it for travel expenses?
Yes. Enter trips, accommodation and meals as separate categories. Per diem and mileage rates depend on your company and your country, so check which ones apply.
How long should I keep receipts?
Keep the original or a readable copy of every receipt. How long depends on your country and is often several years, so ask your accountant if you're unsure.
How do I claim expenses in a foreign currency?
Enter the amount you paid in the original currency, then the converted amount and the exchange rate you used, for example from your card statement.
How do I pass expenses on to a client?
Mark the expenses that belong to a client, then add them to your invoice as separate lines. Check your agreement to see whether you may add a markup.
Expenses that end up on the invoice
In Buezli, you record expenses per project with a category and upload the receipt as PDF, PNG or JPEG. Mileage is calculated from distance and rate, and billable expenses are added to the next invoice. CHF 99 per active user per year, 30 days free without a credit card.
30 days free No credit card Cancel anytime