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Free expense report template for Excel and Google Sheets

Fill in your expenses and download a report for Excel or Google Sheets, with every total already worked out.

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What goes on an expense report

  • Who claims it, the period and the purpose
  • Each expense with its date, merchant and category
  • The amount and the tax on each line
  • What you paid yourself, less any advance
  • The amount due back to you

Fill in your expense report

Report details

Expenses

One line per receipt. For driving, choose Mileage and enter the distance.

  • Expense 1

Report totals

Amount due to you

CA$0.00

Reimbursable expenses minus your advance.

Total expensesCA$0.00
Of which taxCA$0.00
ReimbursableCA$0.00
Advance-CA$0.00

Download

What you get

ABCDEFGHIJ
1Expense report
2Employee
3Period2026-10-012026-10-30
4Business purpose
5CurrencyCAD
6
7Expenses
8DateMerchantCategoryDescriptionDistanceRateAmountTaxTotalReimbursable
92026-10-30Meals and entertainmentƒxYes
10ƒx
11ƒx

How to fill in an expense report

An expense report is one claim: the money you spent for work over a set period, and how much of it you want paid back. Your manager or finance team should be able to approve it without asking you a single question. These four steps get it there.

  1. Say who and when

    Enter your name, the dates the report covers and what the spending was for, such as a client visit or a conference. That line is what an approver reads first.

  2. Add each expense

    One line per receipt: date, merchant, category, a short description, the amount before tax and the tax. For driving, pick Mileage and enter the distance. The rate is filled in for CAD and USD.

  3. Mark what you paid yourself

    Leave Reimbursable ticked for anything you paid personally. Untick it for anything the company already paid. It still shows on the report, but it is not paid back twice.

  4. Subtract any advance and download

    If you were given cash before the trip, enter it as an advance. The amount due is what you paid minus that advance. Download the file, attach your receipts and send it for approval.

Frequently asked questions

Who is claiming, the period it covers and the business purpose, then one line per expense with the date, merchant, category, amount and tax. It ends with the total, the part you are owed, any advance you already received, and a line for the approver to sign. Keep the receipts with it.

It is the total of the lines marked reimbursable, minus any advance. If the advance was larger than what you spent, the figure is negative and shows what you owe back to the company.

Yes. The file has 25 empty lines under yours, and every total covers them. Type a new expense into one and the subtotals and amount due update. For mileage, fill in Distance and Rate and leave Amount empty.

Yes. Excel opens the CSV directly, and Google Sheets imports it through File → Import. You can also skip the download, use the copy button and paste into a blank sheet.

A tracker is a running log you keep all year. A report is a single claim for a single period that you submit for approval and get paid back for. If you want the year-long version, the expense tracker template is built for that.

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Skip the spreadsheet next month

Smartbills builds the report for you. Receipts, card charges and mileage go into one report, it goes to the right approver, and you can see when the reimbursement is on its way.

See expense reports