Expense Report Form & Generator
Log expenses by category, add mileage and advances, and watch the net reimbursement due calculate in real time, then download the report as a PDF or Excel file. Receipts and data stay in your browser.
Free expense report & reimbursement form template
An expense report is how an employee claims back money spent on company business, travel, meals, mileage, software, and more. Use the generator above to log each expense by category, add mileage and advances, and see the net reimbursement due calculate automatically, then download it as a PDF or Excel file, or grab a blank expense report template to fill out later. Everything runs in your browser.
What to include in an expense report
- Employee, department, and the company name
- A report number, title, and the period covered
- Each expense, date, category, merchant, amount, and receipt
- Mileage, distance and rate, calculated automatically
- Cash advances and company-paid amounts to deduct
- The net reimbursement due to the employee
- Notes, policy acknowledgment, and approvals
How to fill out an expense report
- Enter the employee, company, and the period the report covers.
- Add each expense with its date, category, merchant, and amount, and attach receipts.
- Add any mileage and subtract cash advances or company-paid amounts.
- Review the net reimbursement due and download the report as a PDF or Excel file.
Expense report FAQs
What is an expense report?
An expense report (or reimbursement form) is the document an employee uses to claim back money they spent on company business, travel, meals, mileage, software, and more. It lists each expense with a date, category, and amount, nets out any advances or company-paid items, and shows the net reimbursement due to the employee.
How do I fill out an expense report?
Enter the employee, the company, and the period covered. Add each expense with its date, category, merchant, and amount, attach receipts, then add any mileage, cash advances, or company-paid amounts. The tool rolls expenses up by category and calculates the net reimbursement due automatically. Download it as a PDF or Excel file to submit.
How is the net reimbursement calculated?
Net reimbursement = total expenses + mileage − cash advance − company-paid amounts − any non-reimbursable portion. It is the headline figure the employee is actually owed, and it is shown prominently in the preview and the downloaded file.
Does it handle mileage and expense categories?
Yes. Mileage is calculated from distance × rate per mile/km, and every expense carries a category (airfare, lodging, meals, ground transport, software, and more) so the report rolls spend up by category, for example $1,240 lodging and $380 meals, alongside the chronological list.
Are my receipts and data kept private?
Yes. The whole form runs in your browser. Receipts you attach and everything you type stay on your device, nothing is uploaded, stored, or logged. The document is generated locally as a PDF or Excel file that you download.
Is this expense report template free?
Yes, the expense report and reimbursement form template are free to use. Enter your email to unlock the download and we will occasionally share other finance templates and tools.
Most spend starts outside the workflow
Expense reports only capture spend after it happens. Blackbee's Intake Agent captures requests and spend before commitment, and the Signal Agent turns it into live spend analytics, so finance sees the 40–60% of spend that starts in inboxes and cards. See it on your own data.