35 Exclusive Expense Report Templates [Excel & Word]

An expense report is a simple report that contains detailed information on different expenses incurred. These could be business expenses, personal expenses, travel expenses, household expenses, and many more. Different types of expense report templates are available here on this page for your use. You can download any suitable expense report template, edit its contents, and use it to keep track of your expenses.

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What is an Expense Report?

An expense report is simply a summary of spending or expenditures that are incurred by the employees or management of the company for different purposes. Such expenses could be for traveling, entertainment, or any other purposes. An expense report is the presentation of all the payments or expenses in an organized way. It is also among the most important types of business reports.

The expense reports are quite important for any business or any other organization. Whether it be a petty expense or an expense of some great amount, it must be properly recorded in the books of the organization. An expense report can be prepared in any way suitable for the organization and as per the nature of its operations. Such reports are usually prepared on a weekly, monthly, quarterly, or yearly basis.

Purposes of Using an Expense Report?

Whether it is a small or a big business, expense reporting is always crucial to a business. An expense report serves many different purposes and that’s why it is important to have an up to dated expense report. Following are some of the few benefits of using an expense report:

• An expense report can play an important part when it comes to controlling the costs of an organization.
• A properly prepared and up to dated expense report is the best way to track different expenses.
• A department-wise expense report can be prepared to keep track of all the departmental expenses.
• An expense report is also required by the organization to reimburse its employees for any expenses they have incurred themselves.
• An expense report also plays an important part in budgeting and planning.
• Expense reports are also quite important for tax purposes.
• Expense reports also minimize errors and mistakes.

In this article, we have different expense report templates available in Microsoft Word and Excel formats. You can download any suitable template, input your details into it, and use it to maintain your proper expense records. Using such ready-made templates will save a lot of your time and effort.

Checkout More Expense Report Templates in Excel Below

Sample Expense Report Template

Travel Expense Report Excel Template

Bank’s Month Wise Comparative Expense Report Template

Company’s Quarterly Expense Report Template

Simple Comparative Expense Report Template in Excel

Academic Initiatives Expense Report Template

Professional Expense Report Template

Basic Expense Sheet Template

Free Customizable Weekly Expense Report

Departmental Expense Report Template

Sample Weekly Expense Report Template in XLSX Format

Corporate Expense Report Sheet

Employee Expense Report Excel Worksheet

Hospital Expense Report Template

How to Prepare a Professional Expense Report?

If you want to prepare an expense report, there are two options available for you. One is that you can use the free expense report templates just like those that are available here on this page. You can select a suitable expense report template and use it as per your requirement. The other option is to create or prepare an expense report from scratch. For this, you must know the contents of an expense report and how to prepare a professional one.

Contents of a Professional Expense Report

Following are some basic contents or elements that a professional expense report must have:

• The title of the expense report.
• The details of the employee who incurred the expenses.
• Name of the supervisor or manager to whom such an expense report will be presented.
• Relevant dates.
• Nature or type of expenses.
• The detail indicating the purpose of every expense incurred.
• Subtotals and the amount of grand total.
• Mode of payment i.e., whether the expense was paid for from the company’s account or by the employee.

General Tips for Preparing a Professional Expense Report

In addition to the abovementioned contents of an expense report, keep in mind the following general tips for preparing a professional expense report:

• The title of the report must be written in such a way so that it clearly indicates what the report is all about.
• Add the name of the department.
• The date an expense was incurred and paid for.
• The details of the employee, official, or any person who incurred the expense or expenses. These details will include his/her full name, designation, employee ID, and contact details.
• When you describe a single expense, make sure to keep your explanation short and direct. You should write the purpose of any such expense.
• Indicate how an expense was actually paid for i.e., whether the expense was paid for from the company’s account or by the employee himself.
• Add the necessary columns required to record the details of every expense.
• Properly itemize or categorize all the expenses.
• Amount of each and every expense and the subtotal of each type of expense. After that, write the total amount of expenses by adding all the subtotals.
• Attach the relevant receipts with the expense report as evidence of the expense(s).
• The manager must sign the expense report to make it official.
• Review the expense report to ensure that all the expenses and relevant details have been recorded.

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