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Expense report form template

Summarise a trip’s or a month’s business expenses.

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How to make a expense report form

  1. 1

    Check the questions: rename, add or delete any field, or change how it’s answered.

  2. 2

    Add your organisation’s name, a contact line and your logo if you like.

  3. 3

    Choose fillable PDF, printable PDF, Word or HTML, and the paper size.

  4. 4

    Download the expense report form and share it, print it or add it to your website.

About this expense report form

An expense report summarises all business spending for a period or a trip, item by item and by category: travel, lodging, meals, transport, supplies and other costs. It shows advances already received and the balance owed to (or by) the employee, with approval from a manager.

Use it for monthly reporting or after a business trip. If you only need to claim back a few items, the shorter expense reimbursement form is enough.

What’s on the expense report form

The template has 5 sections and 16 questions. Every one can be renamed, moved or deleted.

  • Employee: Name; Employee ID; Department; Purpose of trip or period; From; To
  • Expenses: Items table (Date, Description, Category, Paid by (me / company), Amount)
  • Summary: Totals table (Category, Amount); Total expenses; Less advance received; Balance due to employee
  • Sign-off: Receipts attached (yes or no); Employee signature with date
  • Approval: Decision (choose one: Approved, Not approved); Approved by; Approver signature with date

Tips

  • Keep receipts in date order and number them to match the report.
  • Separate personal spending from business spending on shared bills.
  • Track spending during the trip with the expense tracker printable.

Four ways to save it

A fillable PDF has typing boxes, tick boxes and choices built in. A printable PDF gives clean boxes and writing lines for pen and paper. The Word file can be edited further, and the HTML code adds the same questions to a website. Browse more form templates, or design a completely different layout in the custom form builder.

Frequently asked questions

What’s the difference between an expense report and a reimbursement form?

An expense report covers all spending for a period or trip, including company-paid items. A reimbursement form only claims back what the employee paid personally.

Does the form add up the totals?

No, it’s for writing in or typing. Add the amounts yourself or keep the report in a spreadsheet.

Can I change the questions on the expense report form?

Yes. Rename any question, change its answer type (short answer, tick boxes, rating, table and more), move it, or delete it. You can also add whole new sections.

Can people fill in this expense report form on a phone?

Yes. Choose “Fillable PDF” and send the file. It opens in the Files or Drive app on Android, Files on iPhone, and any browser on a computer, where people can type their answers and save the result.

Can I put the expense report form on my website?

Yes. Choose “HTML” to copy ready-made form code with labels and a simple style. Set the form’s action to the address that should receive submissions, such as your own form handler.

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