Free Expense Report Excel Template
File expenses in minutes, not hours. Log receipts and mileage once, and let the spreadsheet total everything, split it by category, and build your reimbursement summary automatically.
What's inside
- Expense log with category dropdowns: Travel, Meals, Lodging, Supplies, Mileage, Other
- Automatic mileage reimbursement at an adjustable per-mile rate
- Per-category totals on a summary sheet, calculated with SUMIF
- Yellow input cells show exactly where to type — everything else is formula-driven
- A single reimbursement total, ready to hand to your manager or accountant
Opens in Microsoft Excel, Google Sheets, and LibreOffice. No signup, no watermarks.
How to use this template
Start on the Expenses tab. Each row is one expense: the date, a category from the dropdown, a short description, and the amount. If the category is Mileage, leave the amount blank and enter miles instead — the sheet multiplies by the rate in cell K1 and fills in the reimbursable amount for you. A few example rows are included so you can see the format; delete them when you start your own report.
The rate cell at the top is yours to set. It defaults to the standard IRS mileage rate, but if your company reimburses at a different figure, type it once and every mileage line in the report recalculates. The Totals row at the bottom keeps a running reimbursable figure, so you always know the size of the claim before you submit it.
Flip to the Summary tab for the breakdown: total reimbursable, total miles, and a per-category spend table. This is the page to print or attach to your submission — it answers every question a finance department asks, with the detail behind it one tab away. Save a fresh copy of the file for each reporting period so you always have a clean audit trail.
One habit makes the whole system airtight: photograph every receipt with your phone the moment you receive it. Attach the photos to your report submission or store them in a dated folder alongside the spreadsheet. When finance asks about a line item three months later, you have the receipt in seconds instead of digging through a wallet or glove box. The spreadsheet proves the math; the photos prove the spend.
Frequently asked questions
Is this expense report template really free?
Yes. Download it, use it forever, no account or payment. It is supported the same way as our free tools — advertising on the site.
How do I change the mileage reimbursement rate?
Type the new rate into the yellow rate cell at the top of the Expenses tab. Every mileage line recalculates instantly — you never have to edit individual rows.
Does it work in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open with Google Sheets; the IF and SUMIF formulas and dropdowns carry over. It also works in LibreOffice.
Can I add my own expense categories?
Yes. Add the category to the dropdown list via Data > Data Validation, then add a matching row on the Summary tab with a SUMIF formula copied from an existing category row.