1. Enter the receipt total
Use the amount actually paid, including tax and tips. Give each expense its own date and business purpose. Keep all amounts in one currency.
Free Expense Report Generator
Turn receipts into a clear reimbursement report. Separate employee expenses from company purchases, then account for any cash advance.
2 · Review & export
Your expense report
Start with an expense date, receipt total and business purpose.
Your reimbursement summary appears when the report is complete. A blank report has no calculated total.
Review against your company policy and attach receipts separately. Report details stay in this tab; download before closing or refreshing.
Printable expense report templates
Prefer a paper form? Download a blank expense report, or use the checked example to see how company-paid expenses and cash advances fit together. For a calculated report, use the editor above.
A clear expense report, from receipt to review
Use this free expense report generator to prepare an employee reimbursement report. Add what was paid, explain the business purpose, and show which purchases belong in the employee claim. Download the PDF for review or the CSV for a spreadsheet.
2. Choose who paid
Employee-paid claims increase reimbursement. Company-paid purchases stay visible in the expense ledger, with no reimbursement added. Use Exclude for an employee-paid expense that is outside this claim.
3. Reconcile any advance
Enter cash already advanced to the employee. The report subtracts it from the employee claim and shows either Pay employee, Return advance balance, or Settled.
See where the reimbursement amount comes from
Hotel 125.40 + lunch 49.85 + company software 60.00. The gross expense record is 235.25. Only the employee-paid hotel and lunch form the 175.25 employee claim. With 50.00 already advanced, pay the employee 125.25.
The company-paid 60.00 remains in the report so the reviewer can follow the whole record. It is not added to reimbursement.
An employee claim of 100.00 with a 250.00 advance. The signed balance is −150.00. The report labels the result Return advance balance: 150.00, rather than presenting a negative payment as money owed to the employee.
What to send with your report
Add the employee, company and reference under Report details if your reviewer needs them. Check the full expense ledger and attach receipts separately. Payment and claim status come from your entries; the generator does not decide company policy or approve reimbursement.
The PDF shows each expense and a reconciliation summary. The CSV includes individual expense records and separately labeled summary records. Spreadsheet-formula-looking text is protected with a reversible prefix; your original text is retained.
Report details stay in this tab, with no upload or autosave. Download before closing or refreshing. If a character is unavailable in the PDF font, the CSV still preserves the original text.
Prepare the next part of the job
Recording vehicle trips? Use the Mileage Reimbursement Calculator for dated mileage amounts, then enter the accepted amount in your expense report under the policy you use.
Billing a customer is a separate document. Use the Invoice Generator when you need an itemized request for customer payment.
Practical expense-report resources
- Smartsheet's expense report templates — examples of employee expense records and cash advances.
- ClickTime's expense report template — a guide to the information used in employee expense submissions.
Calculation and exports checked October 5, 2026. These resources describe preparation workflows; your employer sets its own requirements. Suggest a correction.