expense report templates

Nine Free Expense Report Templates

Need a solution to keep track of business costs? Creating your own employee expense report templates in Google Docs, Excel, and other formats can be a hassle.

That's why we've created our own templates to help you get started.

But first, let’s quickly go over what an expense report is and what it aims to accomplish.

What is an expense report?

An expense report records all the costs employees incur while working.

You can use an expenditure report to track business trips, mileage and gas, client meals, entertainment, and office supplies. Most employees use expense sheets to keep track of business costs that they have incurred and that need to be reimbursed.

Are you looking to track business and travel expenses for your team? Try our free, easy-to-use employee expense report templates below.

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Nine free printable employee expense report templates

1. Simple small business expense report template

A simple small business expense report keeps track of the date, category, and payment amount of all your employee expenses.

You can also include a description for each entry and add any additional line items. Simple expense reports are excellent for small businesses and start-ups because they offer customization for virtually all business purposes.

2. Daily expense report template

This template for a daily expense report is perfect for small business owners and their employees to keep track of money spent.

This easy-to-understand structure helps you manage your spending and reimburse employees on time. You can use the daily expense report to track several expense categories and add rows or columns for additional detail.

3. Weekly expense report template

​​Do you like to budget weekly instead of every two weeks? We made a weekly expense template for teams that handle reimbursements between pay periods.

Edit the time period and personal expenses. Then, use the Excel expense report template to calculate the rest. We have also included a checkbox for receipts, so you don't have to chase them down.

4. Monthly expense report template

Use this monthly expense report form to learn how you spend money. Then, use this data for more informed business decisions.

5. Travel expense report template

Does your team travel for work? Do you need a way to keep tabs on travel expenses?

This travel expense template includes a mileage log and a column for receipts. Use this simple template to keep track of all business travel expenses.

After a work trip, ask employees to fill out their expense reports so they get reimbursed for travel expenses.

6. Business mileage expense template

Are you looking for an easy-to-use mileage log that doubles as a reimbursement tracker?

Our template for business mileage expenses helps you keep track of the miles you and your teammates drive.

Share this form with your team to track where they've been, how many miles they've driven, and how much money they’ll need back.

7. Project expense report template

Looking to track expenses for each project efficiently and accurately?

Our Project Expense Report helps you keep track of all the money spent on a project. You can start by listing your project costs. You can also record transportation, food, and other related costs if your project requires travel.

Pro tip: Project cost management software can help you maximize your profits

Keep track of project costs based on hours, bill rates, and pay rates.

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8. Contractor expense report template

Are you working with freelancers who need to gather and report their expenses to you? With a Contractor Expense Report, you can ask freelancers to list and organize their work-related expenses.

9. Event expense report template

Need a way to track entertainment, drinks, and guest expenses for your next event? With an Event Expense Report, you can keep track of all the money you spend on conferences, expos, and keynote events.

Automate expense tracking

Are you surprised how many spreadsheets you'll need to track your expenses?

If you’re looking for an all-in-one expense tracker, Hubstaff is an option worth considering. With our powerful workforce management suite, you can streamline your accounting processes and save money.

Without an expense tracking app, you’ll need to:

  • Download up to ten different templates for reporting costs

  • Collect them weekly, bi-weekly, or monthly

  • Pay each worker manually for their expenses

  • Store data in a safe place so you can reference it in the future

Or you can automate expense tracking with Hubstaff. Here are a few of the key advantages:

Internal expense features

  • Built-in expenses feature

  • Easy-to-use expense reports

  • Team members can submit receipts for invoicing by uploading them, categorizing them, and then linking them to specific projects

  • GPS time clock, geofencing, and route tracking features for travel and commuting expenses

  • Automated employee timesheets to keep tabs on billable hours and invoices

External (client-facing) expense features

  • Email automated invoices for client expenses right from the web app

  • Add custom bill rates, line items, and branding to each invoice

  • Impress clients with professional templates that show off your branding and corporate identity

Better bookkeeping awaits

Try Hubstaff expense tracking free for 14 days. No credit card is needed.

Try Hubstaff now