Free Expense Report Template
Download as CSV, copy to Google Sheets, or print and fill by hand. Includes sample data so you know what each column is for.
This template helps you organize expenses. It is not tax advice. Your country's tax authority decides what is deductible. Talk to your accountant for your situation.
Expense report template
Download a ready-to-use template with sample rows. Replace the examples with your own expenses, add your business name, and submit.
| Date | Category | Description | Vendor | Amount | Payment method | Reimbursable |
|---|---|---|---|---|---|---|
| 2026-05-01 | Travel | Client meeting taxi to CBD | Uber | $42.50 | Personal card | Yes |
| 2026-05-02 | Meals | Team lunch (4 people) with client | Cafe Sirocco | $188.60 | Company card | No |
| 2026-05-03 | Software | Project management tool monthly | Asana | $24.99 | Company card | No |
| Total | $256.09 | (Sample only) | ||||
Tip: open the CSV in Excel, Numbers, or Google Sheets to add formulas and formatting.
How to use the template
- 1
Pick a format
Download the CSV if you prefer Excel or Numbers. Make a copy in Google Sheets if you collaborate with a partner or accountant.
- 2
Replace the sample rows
Delete the three example rows. Drop in your own expenses. Keep the column order the same so any imports you do later still work.
- 3
Add a total formula
In the Amount column, sum the values with =SUM(E2:E100) at the bottom. The CSV ships with 15 blank rows; if you need more, just add rows.
- 4
Attach receipts
Save receipts in a folder alongside the spreadsheet, with filenames that match the row (e.g., 2026-05-01-uber.pdf). Or skip the manual filing and let TidyBooks do it.
Frequently asked questions
What goes in an expense report?
At minimum: date, category, description, vendor, amount, payment method, and whether it's reimbursable. Add a column for currency if you travel. Attach receipts to each row when you can. The template above gives you all of these columns plus space to extend.
How often should I submit expense reports?
Most companies use a monthly cadence. If you're a freelancer or contractor, submit at the same time as your invoice so your clients pair the expense with the billing period. The longer a receipt sits unfiled, the more likely it gets lost.
Do I need a separate template per project?
Keep one master template and use a category or project column to slice it later. Maintaining multiple spreadsheets is the fastest way to lose track of what you spent on what.
Is this template GST/VAT-aware?
Not by default. If you need to claim consumption tax (GST/VAT) on inputs, add a separate column for the tax amount and rate. For automated tax breakdowns, use TidyBooks: it extracts the GST/VAT from every receipt and totals it for your BAS or VAT return.
Can I use this for tax claims?
You can use it as a record of expenses claimed, but you'll still need to keep the original receipts. Most tax authorities require you to keep proof of purchase for 5 to 7 years. A spreadsheet alone is not enough.
See TidyBooks in action
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