Expense Report Template
A free, editable Excel spreadsheet built for small businesses and contractors tracking reimbursable expenses — not a generic all-purpose template.
Reimbursable expenses that aren’t tracked consistently either get forgotten (costing the employee or contractor money) or disputed later (costing everyone time). A simple, consistent format fixes both.
This spreadsheet tracks date, category, vendor, and amount per expense, with receipts flagged and a running total calculated automatically.
This template is provided for general informational purposes and does not constitute legal, financial, or HR advice. Have it reviewed by a qualified professional before using it with a real client or employee.
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Once this is in place, startbuddi for agencies handles the client, invoicing, and follow-ups that come after — automatically.
See startbuddi for agenciesQuestions about this template
What expense categories should I use?
Common categories include travel, meals, software/subscriptions, supplies, and client-related costs — adjust the Category column to match what your business actually incurs.
Do I need receipts for every expense?
Policies vary, but most businesses require a receipt above a small threshold (e.g. $25). The "Receipt attached" column makes it easy for whoever approves the report to spot gaps quickly.
Run the whole client relationship in one place
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