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Expense report template: fill in, add up and print

The short answer

An expense report lists each cost with its date, what it was for, its category and the amount, then adds the total and takes off any advance, leaving what’s owed back. Fill in the lines below, attach the receipts, and print it or save the PDF to sign and hand in. It’s free, with no sign-up, and nothing you type is stored.

For crews and staff who pay for things out of pocket, and for owners keeping their own costs straight.

Checked November 5, 2026. How we make these tools

Nothing is saved: print it or save the PDF before you close this page.

Your business name

Expense report

Who’s claiming · Period covered

Expenses
Expense	Date	Category	Amount
Parking at customer site	—	Travel	$12.00
Supplies	—	Materials	$48.50
—	—	—	$0.00

Total expenses: $60.50
Less advance: $0.00
To be paid back: $60.50

Attach a receipt for each expense.

Claimed by: ______________________ Date: __________

Approved by: ______________________ Date: __________

How it works

What makes one easy to approve

A receipt for each line. Take a photo when you buy it, since paper fades.
A plain reason. “Parking at the Smith job” beats “parking”.
The same categories every time, so your bookkeeper can match them.
The job name, if you bill costs back to a customer.

Set a simple policy

Write down what you’ll pay back, any limits, how soon to hand it in and who approves it. Paying for miles? Work out what’s owed with the mileage calculator. Keep reports with your records, and ask your accountant how long your state and the IRS expect you to keep them.

Common questions

What should an expense report include?

The person’s name, the period, each expense with its date, reason, category and amount, the total, any advance and signatures. Attach the receipts.

How do I write an expense report?

List each cost on its own line with the date and what it was for. The form above adds the total and takes off any advance. Sign it and attach the receipts.

Do I need a receipt for every expense?

It’s the safest habit, and many businesses require one. Ask your accountant what you need to keep for tax purposes.

Can I use this for my own business expenses?

Yes, as a monthly record of what you spent. Your bookkeeping software or accountant may want them in a certain form too.

How is it different from a purchase order?

A purchase order approves a purchase before it’s made. An expense report asks to be paid back for one already made.

Is this template free?

Yes. No sign-up and no watermark. It runs in your browser, so nothing you type is stored or sent to us. Print it or save it as a PDF before you close the page.

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