Expense report template — 40 free employee expense and reimbursement forms
An expense report lists business costs someone paid, with receipts, so they can be approved, reimbursed and billed to the right job. This page explains what to include, how accountable plans keep reimbursements tax-free, and the mistakes that cost small businesses money. Then it gives you 40 copy-paste reports, categories, filled-in examples, policy wording and messages.
Samples only — not tax or legal advice. Reimbursement and tax rules vary; check with your bookkeeper or tax preparer.
An expense report is a list of business costs that someone paid, with the date, vendor, purpose and amount for each, plus the receipts. Employees use it to get paid back for money they spent on company work. Owners use a monthly version to see where the money went.
In a small service business, most expense reports are simple: a tech grabbed parts on a Saturday, a cleaner ran out of supplies, someone drove their own car between jobs, or a crew member went to a two-day training. The report turns a pile of crumpled receipts into a total someone can approve, pay and bill back to the right job.
Why the format matters: accountable plans
Under IRS rules, reimbursements paid under an “accountable plan” aren’t taxable wages to the employee. A plan generally qualifies when expenses have a business purpose, are documented within a reasonable time, and any extra advance is returned. The IRS treats 60 days to document and 120 days to return excess money as reasonable under its fixed-date method.
In practice, that means a short written policy, a deadline, a receipt for each line (the IRS specifically wants receipts for lodging and for any expense of $75 or more), and a business purpose written down. Some states, such as California and Illinois, also require employers to reimburse necessary work expenses. None of this is complicated, but it only works if the report form asks for the right things.
What every expense report needs
Employee name and the report period.
One line per expense: date, vendor, what it was, job or client, category, amount.
A receipt for each line, or a signed note if one is lost.
Business purpose, especially for meals and travel (who, why, where).
Mileage with trip details, at the rate in effect on the travel date.
Total requested, minus any advance already given.
Employee signature (certifying it’s accurate) and an approver signature with the date paid.
Expense report mistakes
No job number, so materials never get billed to the client.
Paying mileage and the gas receipt for the same trip.
Accepting reports months late, which can make reimbursements taxable and loses the details.
Meals with no names or purpose written down.
Mixing owner personal spending into business expenses.
Letting company card receipts pile up until year-end.
Putting subcontractor payments on expense reports instead of paying them as vendor bills (and missing 1099s).
A worked example
A three-van plumbing company used to pay techs back from a shoebox of receipts handed over “whenever.” At year-end the bookkeeper found $2,900 of parts that had never been billed to clients, two months where the same fuel was paid as mileage and as a gas receipt, and a $480 charge nobody could explain.
The owner switched to the simple employee report on this page with a job-number column, a monthly due date (the 1st) and the policy section below. Techs snap receipts into a shared folder the day they buy. The office checks each line against the job before invoicing. Unbilled parts dropped to almost nothing in the first quarter, and reimbursements now go out on a fixed payday instead of whenever someone asks.
Expense report templates to copy
Paste into a spreadsheet, email or your own form. Attach a receipt (photo is fine) for every line.
Simple employee expense report
One page for a tech or crew member who paid out of pocket.
EXPENSE REPORT
Employee: [Ana Ruiz] Position: [Service tech]
Report period: [Nov 1 – Nov 30, 2026]
Submitted: [Tuesday, December 1, 2026]
Date | Description | Job / client | Category | Amount | Receipt
Tue Nov 3 | Pipe fittings, Home Depot | Job 2211 – Patel | Materials | $86.42 | yes
Thu Nov 5 | Mileage, 142 mi × $0.76 | Jobs 2214–2219 | Mileage | $107.92 | log attached
Tue Nov 10 | Parking, downtown job | Job 2230 – Harbor Lofts | Parking | $18.00 | yes
Thu Nov 12 | Crew lunch, 4 people (long job) | Job 2230 | Meals | $64.50 | yes
Wed Nov 18 | Replacement drill bits | Shop | Tools/supplies | $39.99 | yes
TOTAL REIMBURSEMENT REQUESTED: $316.83
I certify these expenses were for company business and I have not been reimbursed for them elsewhere.
Employee signature: ________ Date: ______
Approved by: ________ Date: ______ Paid on: ______
Monthly business expense report (owner or office)
For the owner or office manager to summarize a month by category.
Group by trip so the owner can see the full cost at once.
TRAVEL EXPENSE REPORT
Traveler: [Marco Diaz]
Trip: [HVAC certification course, Phoenix]
Dates: [Monday, Nov 16 – Wednesday, Nov 18, 2026]
Business purpose: [EPA/NATE certification required for new heat pump installs]
Airfare (round trip) | $312.40
Hotel, 2 nights × $139 + taxes $38.92 | $316.92
Meals (5 receipts) | $114.50
Rideshare to/from airport and venue | $46.30
Course registration | $295.00
TRIP TOTAL: $1,085.12
Paid by company card: $[607.40] Paid by employee: $[477.72]
Reimbursement due to employee: $[477.72]
Employee: ________ Approved: ________
Reimbursement request form (single expense)
For a one-off purchase, like an emergency part on a Saturday.
REIMBURSEMENT REQUEST
Name: [ ]
Date of purchase: [Saturday, Nov 7, 2026]
Vendor: [Ferguson Plumbing Supply]
What was bought: [2 × 40-gal water heater thermostats]
Why: [no-heat emergency call, client Ortiz, Job 2224; shop was closed]
Amount: $[74.18] Receipt attached: [yes]
Billed to client? [yes, on invoice #3108]
Pay by: [next payroll / Zelle / check]
Signature: ________ Approved: ________
Expense advance and reconciliation
When you give cash or a prepaid card before a trip and settle up after.
EXPENSE ADVANCE RECONCILIATION
Employee: [ ] Trip/purpose: [out-of-town job, Elko, Nov 16–18]
Advance given: $500.00 on [Friday, Nov 13, 2026]
Actual expenses (receipts attached):
Hotel 2 nights | $248.00
Meals | $96.40
Fuel | $68.25
TOTAL SPENT: $412.65
Amount returned to company: $87.35 on [date]
[or: Additional amount owed to employee: $___]
Employee: ________ Approved: ________
Company card reconciliation (crew card)
Monthly check that every card charge has a receipt and a job.
COMPANY CARD RECONCILIATION — Card ending [4412] — [November 2026]
Cardholder: [ ]
Date | Merchant | Amount | Job / purpose | Receipt?
Mon Nov 2 | Shell #118 | $54.20 | Van 3 fuel | yes
Mon Nov 9 | Chevron | $61.85 | Van 3 fuel | yes
Mon Nov 16 | Shell #118 | $48.10 | Van 3 fuel | missing — note below
Mon Nov 23 | Costco Gas | $57.40 | Van 3 fuel | yes
Card total: $221.55
Missing receipts: Nov 16 Shell — lost; statement line attached, cardholder note signed.
Personal charges to repay: $[0.00]
Cardholder: ________ Reviewed by: ________
Per diem expense report
Pay a flat daily meals allowance instead of tracking every meal receipt.
PER DIEM REPORT
Employee: [ ]
Travel dates: [Mon Nov 16 – Wed Nov 18, 2026]
Location: [city, state]
Daily meals and incidentals rate used: $[GSA rate for that city]
First day (75%): $[ ]
Full day(s): 1 × $[ ]
Last day (75%): $[ ]
Less meals provided by event: −$[ ]
PER DIEM TOTAL: $[ ]
Lodging (actual, receipt attached): $[ ]
Total claim: $[ ]
Employee: ________ Approved: ________
Business expense log for a sole proprietor
For a one-person business: a running list you keep all year for taxes.
BUSINESS EXPENSE LOG — 2026
Date | Vendor | What | Category | Amount | Paid with | Receipt saved
11/03 | Sherwin-Williams | Primer, 5 gal | Materials | $142.18 | business debit | app
11/04 | Verizon | Phone (80% business) | Phone | $72.00 | business card | email
11/09 | Google | Local ads | Advertising | $60.00 | business card | email
11/12 | Harbor Freight | Drop cloths, tape | Supplies | $31.46 | cash | photo
11/20 | Jiffy Lube | Truck oil change | Vehicle | $79.99 | business card | photo
Rule I follow: business card for business only; anything personal on it gets repaid the same day and noted.
Expense categories, with examples
Consistent categories make monthly totals useful and tax time faster. Match these to your bookkeeping software.
Materials and job supplies
Things that go into a client’s job. Tag each line with the job so you can bill it.
Category: Materials / job supplies
Examples: pipe fittings, paint, mulch, filters, grout, wire, fixtures bought for a specific client.
Tag with: job number or client name.
Tip: compare monthly materials total to what you billed for materials. A gap means you’re under-billing.
Shop and cleaning supplies
Consumables you use up across many jobs.
Category: Supplies
Examples: rags, gloves, trash bags, drop cloths, tape, cleaning chemicals, shop towels, blades.
Tip: buy in bulk monthly and track the total; it’s a good number to watch per job hour.
Vehicle: mileage vs actual costs
Pick one method per vehicle. Don’t claim both mileage and gas for the same miles.
Option A, mileage: log business miles × IRS rate (76 cents for July 1–Dec 31, 2026). Covers gas, repairs, insurance and wear.
Option B, actual costs: fuel, repairs, insurance, registration, depreciation × business-use %.
Employee using their own car: reimburse at a per-mile rate and don’t also pay for their gas.
See the mileage log template for trip logs.
Tools and small equipment
Tools you keep. Your bookkeeper decides whether to expense or depreciate.
Category: Tools & small equipment
Examples: drills, ladders, vacuums, test meters, a leaf blower.
Note: many small businesses can expense items under a set dollar amount per item; larger purchases may be depreciated. Ask your tax preparer what threshold you use.
Meals
Keep who, why and where on every meal line.
Category: Meals (business)
Write on the receipt or line: who attended, business purpose, job.
Example: "Crew lunch, 4 people, 11-hr commercial install, Job 2230."
Most business meals are 50% deductible; entertainment generally is not. Confirm with your tax preparer.
Travel
Overnight trips away from your normal work area.
Category: Travel
Includes: airfare, hotel, rental car, rideshare, parking, tolls, baggage fees, meals while away.
Keep: itinerary, hotel folio (not just the card slip), business purpose (training, out-of-town job, supplier visit).
Phone, internet and software
Business share only if the account is also personal.
Category: Phone/internet/software
Examples: cell plan, hotspot, scheduling app, accounting software, email, website hosting.
If mixed use: note your business-use % and how you estimated it (e.g., "80%, based on call log in March").
Not an expense report item
Things that look like expenses but belong somewhere else.
Usually NOT on an employee expense report:
- Paying a subcontractor (that’s a vendor bill / 1099 payment)
- Buying a vehicle or large equipment (asset purchase)
- Owner’s personal spending (owner draw, not an expense)
- Loan principal payments
- Traffic tickets and parking fines
- Gift cards to clients over your policy limit (ask your tax pro about gift limits)
Expense report examples by business
Filled-in lines that show the level of detail that gets approved without questions.
Mon Nov 9 | Target | microfiber cloths (24 pk), glass cleaner | Team B kit | Supplies | $27.84
Mon Nov 9 | Parking meter, downtown condo | Client Fisher | Parking | $6.50
Landscaping
Fuel can fill-up and a replacement part.
Tue Nov 10 | Chevron | 5 gal premix fuel cans ×2 | Crew 1 | Fuel (equipment) | $38.90
Tue Nov 10 | Ace Hardware | trimmer head + line | Crew 1 | Equipment parts | $34.99
Painting
Extra paint for a job that ran over.
Thu Nov 12 | Sherwin-Williams | Emerald interior, 2 gal, color SW 7008 | Job 1187 – Brooks | Materials | $164.70 | change order #2
Pet grooming / pet care
Supplies and a client-requested product.
Wed Nov 18 | Chewy | hypoallergenic shampoo, 1 gal | Salon | Supplies | $42.99
Wed Nov 18 | Mileage, mobile route, 64 mi × $0.76 | Route Wed | Mileage | $48.64
Handyman
Small hardware for a list of fixes.
Fri Nov 20 | Lowe’s | anchors, hinges, door stop, caulk | Job 2240 – Kim (honey-do list) | Materials | $36.22 | billed
Electrician
Permit fee paid by the tech at the counter.
Mon Nov 23 | City of Reno | electrical permit, panel upgrade | Job 2251 – Alvarez | Permits | $185.00 | billed on inv #3122
Office / owner
Monthly software and a training course.
Tue Dec 1 | Jobber | scheduling software, monthly | Office | Software | $[ ]
Tue Dec 1 | OSHA 10 online course for new hire | Training | $[ ]
Expense policy wording for your team
Clauses for a one-page expense policy. Give it to every new hire with the offer letter.
What we reimburse
Short and specific.
We reimburse reasonable, necessary costs you pay while doing company work, including: job materials and supplies when the company card isn’t available, parking and tolls on job days, business mileage in your own vehicle at the current IRS rate, and pre-approved travel and training.
Receipts
Make it easy: photos count.
Every expense needs a receipt (a clear phone photo is fine) showing the vendor, date, items and amount. Write the job number on it. If a receipt is lost, attach the card statement line and a signed note explaining what was bought and why.
Deadline to submit
A clear deadline keeps reimbursements tax-free under an accountable plan.
Submit your expense report within 30 days of the expense, and no later than 60 days. Return any unused advance within 120 days. Reports turned in late may be paid as taxable wages or not reimbursed.
Approval limits
Who can spend what without asking.
Under $100 per purchase: buy it and submit the receipt.
$100–$500: text the office for approval before buying.
Over $500 or any tool or equipment purchase: get written approval from [owner] first.
Emergency after hours: use judgment, call [on-call manager], and explain on the report.
Company card rules
Keep business and personal apart.
Company cards are for company purchases only. Personal charges are not allowed, even if you plan to repay them. If one happens by mistake, tell the office the same day and repay it within 7 days. Upload each receipt to [app] within 48 hours of the purchase.
Mileage in your own vehicle
Make the rule and the log clear.
Business mileage is reimbursed at the IRS standard rate in effect on the date of travel. Your commute between home and your first and last job of the day isn’t business mileage unless [your policy says otherwise]. Log date, start and end location, purpose and miles for each trip.
Not reimbursed
List the common surprises.
We don’t reimburse: traffic or parking tickets, personal meals on regular local workdays, alcohol, in-flight Wi-Fi and upgrades unless approved, personal phone plans (unless covered by a stipend), lost or damaged personal items, or fuel for your personal car (mileage covers it).
Payment timing
Tell them when the money shows up.
Approved expense reports received by the [1st and 15th] are paid on the next regular payday as a separate, non-taxable line on your pay stub [or by direct deposit within 5 business days]. Check your state’s rules: some states require employers to reimburse necessary work expenses.
Messages about expenses
Texts and emails between the office and the team.
Reminder: monthly expense reports due
Send a few days before the deadline.
Hi team, November expense reports are due by Tuesday, Dec 1. Please upload receipts to [app] with the job number on each one. Anything submitted by then is paid on Friday, Dec 4. Questions? Text [name].
Missing receipt request
Friendly, specific.
Hi [Name], your Nov 16 Shell charge on the crew card ($48.10) doesn’t have a receipt. Can you check the van or your phone for a photo? If it’s lost, no problem, just reply with what it was for and I’ll attach a note.
Expense approved
Close the loop.
Approved! Your November expense report ($316.83) will be on your Friday, Dec 4 paycheck as a separate reimbursement line. Thanks for including job numbers — that makes billing a lot easier.
Expense partly approved
Explain what was cut and why, then point to the policy.
Hi [Name], I approved $252.33 of your $316.83 report. The crew lunch ($64.50) needs a quick note on who attended and why it was a business meal — once you add that, I’ll pay it next payroll. Everything else is good.
Pre-approval request (from tech)
A template your team can text before a big purchase.
Hi [manager], I’m at [supplier] for the [Kim] job. The heater needs a new [igniter control board], $[214]. Not on the van. OK to buy on my card? I’ll bill it on the job and send the receipt.
Policy reminder after a personal charge
Firm but not accusatory.
Hi [Name], there’s a $23.75 charge at [restaurant] on the company card on Sunday that looks personal. If it was a mistake, no worries. Please repay it by [date] through [method]. A reminder that company cards are for business purchases only.
Sending expenses to your bookkeeper
Monthly handoff.
Hi [Name], attached is the November expense summary, the card reconciliation for cards ending 4412 and 7720, and the employee reimbursement reports (3). Receipts are in the shared folder under Nov 2026. Let me know if anything’s missing.
Client asks to see receipts for materials
Some clients want proof of material costs on a time-and-materials job.
Hi [Client], of course. Attached are the receipts for materials on your job: Ferguson (Nov 5, $48.36) and Home Depot (Nov 3, $86.42). Your invoice shows those at cost plus our standard [15%] handling, as written in the estimate.
Common questions
Do I need receipts for small purchases? Your policy can require them for everything, which is simplest. The IRS specifically requires documentary evidence for lodging and for any expense of $75 or more, but you still need a record (date, place, amount, purpose) for smaller ones.
Are expense reimbursements taxable to the employee? Not when paid under an accountable plan (business purpose, documented on time, excess returned). Reimbursements that don’t follow those rules are generally treated as wages.
What mileage rate should I use? Most businesses use the IRS standard rate: 76 cents per mile for business driving from July 1 to December 31, 2026 (72.5 cents for January 1–June 30, 2026). Use the rate for the date the trip happened.
How long should I keep expense reports and receipts? Keep them with your tax records, generally at least three years after filing, longer for asset purchases. Scans are fine.
Can I pay a flat phone or tool allowance instead? Yes, but a flat allowance not tied to actual, documented costs is usually taxable wages. Ask your payroll provider how to set it up.
Do sole proprietors need expense reports? Not to pay yourself back, but you need the same records for your tax return. Use the business expense log and keep business and personal accounts separate.
How to use this template
Pick the template that fits (single purchase, monthly report, trip or card reconciliation), set it up as a spreadsheet or form, and add the policy clauses to a one-page expense policy you give every new hire. Ask for a job number on every line so materials get billed. Approve or question reports within a week, pay on a fixed day, and send the monthly summary and receipts to your bookkeeper. Track business driving separately with the mileage log template.
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