Expense Report Spreadsheet Template for Excel & Google Sheets
Log every expense, separate personal out-of-pocket from company-paid, add mileage, and let the template work out exactly what you are owed. Produce a clean report for sign-off in minutes. One spreadsheet, dual compatible with Microsoft Excel and Google Sheets.
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Expense Report Spreadsheet
Everything in This Expense Report Spreadsheet
Your Expenses at a Glance
Open the dashboard and see where you stand. Total spend, reimbursable, company-paid, mileage, and line items - alongside your top category and reimbursable percentage - with a spend-by-category chart and a reimbursable-vs-company-paid chart.
- 7 KPI cards covering spend, reimbursable, and mileage
- Spend-by-category column chart
- Reimbursable vs company-paid column chart
Log Every Expense in One Place
Enter the date, category, description, and amount for each expense, then mark whether it was paid Personal or Company and add miles where relevant. Reimbursable is calculated for you - personal out-of-pocket spend plus miles times your mileage rate.
- Date, category, description, amount, method
- Miles and billable flag per line item
- Reimbursable computed automatically per row
See Spend by Category
The Summary sheet rolls up every expense by category - spend, reimbursable, and item count - alongside the policy cap and an over-cap flag for each. A mileage total and the grand reimbursable sit at the bottom.
- Spend, reimbursable, and item count per category
- Policy cap and over-cap flag per category
- Mileage total and grand reimbursable
A Report Ready to Submit
A clean, submittable report with employee, period, and manager filled from Settings. Totals for spend, reimbursable, and company-paid are pulled in automatically, with sign-off lines for employee and approver.
- Employee, period, and manager details
- Spend, reimbursable, and company-paid totals
- Sign-off lines for submission and approval
Set the Spending Rules
Define a spending cap for each category and the rule for what counts as reimbursable. The Summary sheet uses these values to flag any category that goes over its cap, so policy stays consistent across every report.
- Per-category spending cap
- Reimbursable rule definition
- Drives the over-cap flags on Summary
Catch Over-cap Spend Early
The Summary sheet compares each category against its policy cap and raises an over-cap flag where spending exceeds the limit. A mileage total and the grand reimbursable give you the full picture before anything is submitted.
- Over-cap flag per category
- Mileage total across all entries
- Grand reimbursable for the period
Configure It for You
Set the employee and manager names, the report period, the currency, and the mileage rate. These values flow into the Expenses calculations, the Summary, and the Report so everything stays in sync.
- Employee and manager names
- Report period and currency
- Mileage rate used for calculations
Up and Running in Minutes
Set the employee, period, and mileage rate once, then log expenses as they happen. The Summary, dashboard, and Report update automatically so a submittable report is always one click away.
- Quick one-time setup
- Log expenses as they happen
- Report stays ready to submit
Customizable & Flexible
Adapt the template to how your team works. Rename categories, adjust the policy caps and mileage rate - the formulas update automatically. Works identically in Excel and Google Sheets.
- Add or rename categories
- Adjust policy caps and mileage rate
- Excel and Google Sheets compatible
Ready to take control of your finances?
Set Up in Minutes
How the Expense Report Template Works
Open in Excel or Google Sheets
Get instant access after purchase. Open in Microsoft Excel directly, or import into Google Sheets - no software to install, no add-ons.
Configure Your Details
Set the employee, manager, report period, currency, and mileage rate on the Settings sheet. Takes only a few minutes.
Log Your Expenses
Enter each expense with its category, amount, and method. Add miles where relevant. Reimbursable and the dashboard update automatically.
Submit the Report
Review the Summary against policy caps, then send the Report sheet with totals and sign-off lines for approval.
Built for Results
Why This Expense Report Template Works
Reimbursable Worked Out for You
Personal out-of-pocket spend plus miles times your mileage rate, totaled automatically across every entry.
No Formulas to Write
Enter expenses in highlighted input cells. Reimbursable, summaries, charts, and the report are pre-built and update automatically.
Excel and Google Sheets
Works identically in Microsoft Excel and Google Sheets. No macros, no add-ons, no proprietary functions.
Free Lifetime Updates
Any updates we release to the Expense Report template included at no extra cost.
Your Expense Data Stays Private
Runs entirely in your spreadsheet. We never see or store your expense data.
One-Time Purchase
Pay once, use forever. No subscriptions, no monthly fees, no recurring charges.
Got Questions?
Frequently Asked Questions
Is this template free to use?
This template is not free, but it is available for a one-time purchase. This purchase gives you lifetime access to the template and to any updates we release.
What do you mean by lifetime access?
Lifetime access means that you will have access to this template for as long as you need it. You will not be required to pay any additional fees for continued access to the template or to any updates we release.
Do I need to sign up to use this template?
You don't need to create an account with us. The template is delivered as an Excel file: open it directly in Microsoft Excel, or import it into Google Sheets from your own Google account if you prefer working there.
What are the benefits of using this template?
This template offers a range of benefits, including: Easy-to-use interface, Customizable to suit your needs, Secure and private, Free access to any updates we release, One-time purchase for lifetime access.
Can I get future updates?
Yes. Whenever we release an update to this template, you get it at no additional cost - lifetime access covers every version we publish. We do not commit to a fixed update schedule; improvements ship when they are ready.
Do you offer any discounts?
There are no discount codes for individual templates, but many templates are also part of a bundle that costs less than buying the same templates separately. Either way it is a one-time purchase with lifetime access and free updates.
Do you have any access to my financial data?
No, we do not have access to your financial data when you use this template. The template is a file you keep yourself, on your computer or in your own Google Drive, so your financial information never reaches us.
Is this template financial advice?
Our templates are not financial advice. They are tools designed to help you manage your personal finances more effectively. If you need personalized financial advice, consider consulting with a financial advisor or accountant.
Can I make my own changes and customize this template?
Yes, you can make your own changes and customize this template to suit your needs. The template is designed to be flexible and adaptable, allowing you to add or remove sections, change formulas, and adjust formatting as needed.
Do you offer technical support?
This is a self-service product, and we do not offer technical support. However, if you encounter any issues or have any questions about the template, please contact our team for assistance. Because everyone's financial situation is unique, consider consulting with a financial advisor or accountant if you need personalized financial advice.
Do you offer refunds?
Because these digital products are delivered instantly, purchases are generally final once you consent to immediate delivery at checkout. If the file we delivered has a genuine error, such as a formula that miscalculates or a feature its page describes but the file lacks, tell us what does not match: we will fix or replace it, or refund you if we cannot. Reporting within 30 days speeds resolution but never limits your statutory consumer rights; the full policy is in our Terms & Conditions.
Can't find the answer you're looking for? Contact our team
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Highlights:
Get Your Expenses Submitted Faster
Get the Expense Report template and log expenses, track reimbursable amounts, and produce a clean submittable report in Excel or Google Sheets.