Free expense report template
Expenses by person and category, with what needs reimbursing added up.
Use this templateOpens as a card of your own. Free, no account needed.
What it looks like
| Date | Employee | Category | Merchant | Amount | Reimbursable |
|---|---|---|---|---|---|
| 2026-09-01 | Ana | Travel | Delta | $412.30 | yes |
| 2026-09-02 | Ana | Meals | Blue Plate | $58.20 | yes |
| 2026-09-03 | Ben | Supplies | Staples | $76.45 | yes |
| 2026-09-04 | Ben | Software | Figma | $45.00 | no |
| 2026-09-05 | Cy | Travel | Uber | $38.90 | yes |
| 2026-09-06 | Cy | Meals | Tartine | $22.75 | yes |
| 2026-09-08 | Ana | Meals | Nopa | $96.40 | yes |
| 2026-09-09 | Ben | Travel | Amtrak | $88.00 | yes |
| 2026-09-10 | Cy | Supplies | Amazon | $129.99 | no |
Sample rows. Replace them with your own by pasting a table, dropping in a CSV or Excel file, linking a Google Sheet, or photographing the receipts.
What each column holds
- Date
- when it was spent
- Employee
- who spent it
- Category
- Travel, Meals, Supplies, Software
- Merchant
- where
- Amount
- how much
- Reimbursable
- yes or no
Questions to ask it
Type these into the card, in these words or your own. Each comes back as an answer, a chart, and the calculation behind it.
- “Total reimbursable by employee”
- “Spend by category”
- “Largest single expense”
Why a card and not a spreadsheet
A spreadsheet holds the rows. A card holds the rows, what you worked out from them, and what you concluded, in one place. Put a total into a sentence and it stays right when you add a row. Share it read-only, with the rows hidden if they are nobody else's business.
Start with this template
It opens as your own card with these rows in it. Change anything; nothing is shared until you share it.