Expense Report Generator

What is a Expense Report?

An expense report lists the costs an employee paid personally for work, such as travel, meals or supplies, so the employer can reimburse them. Each line has a date, a description, a category and an amount, and any cash advance is deducted from the total.

This free expense report generator lets you list business expenses by date and category, attach photos of receipts, deduct any cash advance and download an expense claim form as a PDF, ready for approval and reimbursement.

What to include in an expense report

• Employee and company. Who paid and who reimburses, with the department or project if your company asks for it.
• Period covered. The first and last dates of the expenses in the report.
• One line per expense. Date, description, category (travel, lodging, meals) and amount, matching each receipt.
• Advance received. Any cash advance is deducted, so the report shows the exact amount to reimburse.
• Signatures. The employee signs, and a manager approves before payment.

How to fill in an expense report

1. Enter your business name, address and logo in "Your business". Save them as your default and they will be filled in next time.
2. Add the other party's details and the document number and dates. Numbers increase automatically.
3. List the items. Quantities, prices, taxes and totals update in the preview as you type.
4. Pick a template, colour and document language, then click "Download PDF" or "Print".

Common expense report mistakes

• Missing receipts: most companies refuse an expense without proof. Add photos of the receipts.
• Vague descriptions such as “lunch”: say with whom and why.
• Forgetting the advance, which leads to paying the same money twice.

Need a blank version to fill in by hand? Expense Report Template (PDF)