Free Expense Report Templates to Simplify Business Spending
Track, categorize, and manage expenses effortlessly with our ready-to-use expense report templates
Traqq’s 13 Free Expense Report Templates
Click on the template name to jump to the specific expense report template or download them all using the link below.
What is an Expense Report?
An expense report is, essentially, a list of itemized expenses that helps reimbursement of business-related spending. Business owners use expense reports to track business spending and project spending to get organized for tax time. Employees can be asked to submit expense reports in order to avoid paying for business expenses out-of-pocket.
Why Use an Expense Report Template?
Using a standardized report template ensures every cost is documented, from business meals and office supplies to travel expenses and business trips. This format makes it easier to reimburse employees, analyze expenditures and keep business finances organized. Expense reports are also good for taxes because they help businesses keep detailed records of all spending, which is required by the IRS.
By tracking and organizing expenses, companies can lower their taxable income, pay less in taxes and ensure they have the documentation needed in case of an audit. Accurate expense reports also help prevent missing out on any possible deductions and make it easier to reimburse employees without extra tax complications.
Free Expense Report Templates
Managing business expenses is something every business owner does, whether you run a small business or oversee a large enterprise. While these business expenses are unavoidable, the Traqq team has tried its best to simplify the process for you: we’ve created 13 expense report templates that will let you track expenses, categorize business purchases and manage expense reimbursements. Each expense report template is designed to help you keep track of all the costs incurred by yourself or your employees, making it easy to track expenses, stay audit-ready and maximize tax deductions.
Types of Expense Reports
Expense reports have different categorizations: one-time (for rare purchases), recurring (for regular costs like subscriptions) and long-term (for tracking expenses over months or a year). Other types of expense reports include travel, event and mileage reports, with each adapted for specific expense types. These reports enable companies to efficiently manage budgets, reimburse employees and analyze spending patterns.
Basic Expense Report Template
This simple expense report template is perfect for quickly recording business-related expenses. A standard solution for business owners who want a simple expense report with easy categorization for regular expense tracking and quick reimbursement.
Key Features:
- Immediate categorization options for each expense
- Fields for entering identifying information
- Line items automatically calculated
- Excel and Google Sheets format
Why this Expense Report Template is useful:
- All expense categories immediately available for easy access
Manual Expense Report Template
Prefer pen and paper? Use this printable basic expense report template to document costs by hand. It’s great for fieldwork, business travel or any situation where digital access is limited. All you have to do is attach receipts for a complete report.
Key Features:
- Fields for payment date, employee id and listed expenses
- Reminder to attach receipts
- All applicable expense categories
Why this Expense Report Template is useful:
- Easy modification to fit your business needs
- If you prefer pen-and-paper money management
Daily Expense Report Template
The daily expense report is perfect for businesses that need to keep track of regular expenses. This template helps you keep track of costs incurred every day, ensuring no expenditure is missed.
Key Features:
- Fields to organize expenses by date, brief description and category
- Versatile expense report for various industries
- Reminder to attach all receipts.
Why this Expense Report Template is useful:
- If you need to track daily expenses that include multiple different payment methods
Weekly Expense Report Template
For employees that report expenses on a weekly basis, the weekly expense report template is the best choice. This is great for employees who travel frequently or need to submit expenses incurred during a specific project.
Key Features:
- Line item fields to enter each expense by date, category and amount.
- Fields for employee id and other identifying information
- The template will automatically calculate weekly totals.
Why this Expense Report Template is useful:
- This weekly expense report template is organized by day and expense category, allowing you to see day-by-day expenses over the course of a week
Monthly Expense Report Template
The monthly expense report template helps you track expenses and analyze monthly and annual expenses. It’s designed for businesses that need to submit monthly expense reports, compare budget vs actual expenses, and plan for future costs.
Key Features:
- Easy-to-enter employee information
- Available as an excel expense report template or google sheets format.
- Reminder to attach all receipts.
Why this Expense Report Template is useful:
- In situations with regular monthly business expenses that need to be reimbursed
- For monthly reimbursement purposes
Annual Expense Report Template
For an annual overview of business expenses, use the annual expense report template. It allows you to categorize, track and calculate total annual expenses. This template is especially helpful for tax deductions and long-term financial planning.
Key Features:
- Categorization of line items by month and quarter
- Automatic calculations for monthly business expenditures
Why this Expense Report Template is useful:
- For yearly summaries of business expenses that are necessary for tax deductions
Personal Expense Report Template
If you’ve considered creating an expense report for money management – we’ve got you covered. Freelancers, contractors and employees can use this personal expense report template to keep track of any expenses they incur, including travel, housing, utilities and transportation. This template organizes costs by date and category, making it easy to submit for reimbursement and maintain accurate records.
Key Features:
- Wide categorization for all types of expenses: including utilities, housing and personal expenses incurred
- Most detailed expense report with organization options by month and category
- Automatic calculations – all you need to do is enter the numbers
Why this Expense Report Template is useful:
- For small businesses, contractors and individuals to keep track of personal and business expenses
Credit Card Expense Report Template
The credit card expense report template is designed to track all business purchases made with a company card. Record the payment date, merchant, amount, and expense categories. This template helps businesses monitor credit card spending and ensure all the expenses are properly documented for expense reimbursements.
Key Features:
- Fields for card number (last 4 digits), vendor and description for simplified categorization
- Automatically calculated line items
- Fields for entering identifying information
- Google sheets, Excel format for easy access
Why this Expense Report Template is useful:
- To support accounting for business and personal credit card expenses
- If you have a dedicated credit card for business-related expenses
Expense Sheet Template
This expense tracker template is a flexible format for listing any business expenses. It’s perfect for tracking itemized expenses, total expenses, and specific expenses on a regular basis. You can create an expense report with different categories and use it as an expense tracker any pay period.
Key Features:
- Categorization of payment method with transaction type
- Easy customization and organization of payments
- Excel and Google Sheets format for easy access
- Automatic calculations – all you need to do is enter the numbers
Why this Expense Report Template is useful:
- If you need a more customizable and flexible expense tracker template
- For situations where multiple different payment methods are used
Travel Expense Report Template
Business travel often leads to a variety of travel related expenses. The travel expense report template helps you capture costs like transportation, accommodation, business meals, and more. Attach receipts and keep track of all travel expenses for each business trip.
Key Features:
- Wide coverage of travel-related costs, including lodging and airfare
- Mileage expense calculator to get your miles reimbursed
- Google sheets and Excel format for easy access
Why this Expense Report Template is useful:
- Optimized for expenses that include a combination of vehicle types
- Simplified money management for land or air travel
Mileage Expense Report Template
The mileage expense report is useful for employees that incur travel related expenses using a variety of service vehicles. If employees use personal vehicles for work, the mileage expense report template is an essential tool for keeping track of money expenses. This template calculates the total reimbursement and helps you claim tax deductions for business travel.
Key Features:
- Categorization of vehicle types
- Line item fields for odometer readings to get your mileage reimbursed
- Fields to enter date, mileage and reimbursement rate.
Why this Expense Report Template is useful:
- If you use a variety of service vehicles, including your own
Business Expense Reimbursement Form
This report template streamlines the process for employees to request reimbursement for business related expenses. Include all receipts for a completed report. Managers can review and approve these forms quickly, making it easy to reimburse employees on time.
Key Features:
- Employee information, pay period, payment date and itemized expense fields
- Custom categorization allows for expenses to be recorded quickly
- Google sheets and Excel format for easy access
Why this Expense Report Template is useful:
- In situations that require a quick-and-easy report to request reimbursement for business-related costs
Petty Cash Expense Report Template
Petty cash is often used for small business purchases. The petty cash expense report template helps you document these expenditures, track the remaining money balance and maintain accountability for all cash transactions.
Key Features:
- Calculator for simplified money management
- Fields for cash in and cash out
- Automatically calculated line items – just enter the numbers
- Google sheets/Excel format for easy access
Why this Expense Report Template is useful:
- For tracking any incidental business expenses using cash, including lunches and office supplies
Why Use Traqq’s Expense Report Templates
Whether you’re a small business owner, team manager, or employee, Traqq’s templates are easy to use and fully customizable to meet your unique needs.
Available in both Excel and Google Sheets formats, they help you manage actual, itemized, and total expenses with clarity and efficiency.
A wide selection of the most common use cases: perfect for travel reimbursement, recurring reports, or day-to-day business tracking.
- Template options for most business scenarios
- Easy to use and customizable for any business owner or employee
- Available in excel expense report template and google sheets formats
- Support the management of actual expenses, itemized expenses and total expenses
- Ideal for small business, travel and regular reporting needs
Simplify Expense Reporting with Traqq
Tracking Salary Expenses Made Easy
Creating an expense report is useful, but using Traqq tools alongside these expense reports gives you a full picture of both your time and your spending. Here’s what you can do with Traqq to effectively manage billable hours paired with expense reporting:
- Set up pay rates for your employees within the “People” tab, where you can add users to your organization
- Your employees clock-in by starting the tracker, which automatically logs their billable hours.
- Analyze tracked data in easy-to-use reports that you can run in minutes.
- Customize Manual Time entries to help you fill out expense sheets
Easy as 1-2-3
1. Add Manual Time Entries
Manually adding time on Traqq is a versatile tool that lets you gather events in one place by adding a custom description to time entries.
2. Log events
Enter all pertinent expense information.
3. Generate Report
Once you add info about your time and expenses, export the Manually Added Time report as a pdf or excel file to use in tandem with Traqq’s expense report templates.
Simple, Effective Reporting
Traqq’s reports are clear, easy to read and respect your privacy. They help you and your team stay organized, get paid for all work done and keep expense tracking simple and reliable
Combining Traqq reports with your expense reports allows you to:
- Prove that all claimed expenses are tied to actual work and time spent
- Make payroll and reimbursement more accurate and fair
- Spot patterns in spending and time use, making it easier to plan budgets and control costs
- Reduce errors and save time by having all your data in one place
Other Traqq Tools to Help Record Expenses
Time and Activity Report
- Shows the exact hours worked each day, week, or month when tracking work time
- Intelligent analysis of work time data to calculate billable hours, eliminating the need for manual input.
- Shows how active you or your team were during tracked hours
- Can be used to support claims for high-effort or time-intensive projects
- Helps explain why certain expenses (like extra resources or tools) were needed
- Helps match time spent working on projects or trips with related expenses
- Makes it easy to confirm billable hours for reimbursement or invoicing
Idle Time Report
- Highlight periods of inactivity or breaks for accurate reporting of billable hours.
- Helps clarify gaps in work time, which is useful when matching expenses to actual work performed
Web and App Usage Report
- Lists which apps and websites were used during work hours
- Useful for justifying software subscriptions, online purchases, or other digital expenses tied to projects
Amount Earned Report
- Show total earnings based on hours worked and pay rates
- Help cross-check expense claims with payroll for accuracy
Maximize Expense Management with Traqq
Combine time tracking and expense reports to streamline you workflows
Traqq’s expense report templates are designed to work seamlessly with Traqq’s time tracking and productivity platform. By combining accurate expense tracking with automated time tracking, businesses can:
- Track expenses and time spent on projects for better cost analysis
- Create an expense report that matches work hours with expenses incurred
- Reimburse employees quickly and fairly
- Maintain complete records for tax deductions and audits
- Streamline business processes for business owners and finance teams
Download your free expense report template from Traqq today and take control of your business expenses with confidence.
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