Expense report maker

List what you spent, subtract any advance, and see exactly what is owed back.

An expense report lists what someone spent on behalf of a business so they can be paid back. It works for staff claims and for founders keeping track of what they paid for the business out of their own pocket.

Why use it

• Staff get paid back faster when the claim is clear, totalled and signed.
• Founders who pay business costs personally have a tidy record of what the business owes them.
• Every expense has a date, category and receipt reference, which makes bookkeeping and audits far easier.

How it works

1. Add the business, the person claiming and the period the expenses cover.
2. List each expense with its date, category, description, amount and receipt reference.
3. Enter any cash advance already received. The tool works out the amount to reimburse.
4. Download the PDF, attach the receipts and send it for approval and signature.

Good to know

• Write the claim line number on the back of each receipt. When the approver flicks through the pile, everything matches up in seconds.
• Founders: money you put into the business, and how it was spent, is worth recording properly from day one. Untangling it years later is much harder.

Questions

What if I lost a receipt?

Write a short note of what was bought, when, where and why, and mark the line clearly. Whether it is accepted is up to the business, and some tax authorities expect a receipt for every expense.

How does the cash advance work?

The total of your expenses minus any advance you received is the amount to reimburse. If you spent less than the advance, the result shows what you owe back.

Can I use this as a founder paying for things myself?

Yes. Many founders use expense reports to record business costs they paid personally, so the business can repay them or record what it owes. Ask your accountant how to treat it in your books.

Is my information saved?

Only on your own device, so your details are filled in next time. Nothing you type is sent to us.

Please note

Provided free, as is, for general use. It is not legal, tax, accounting, HR or financial advice. Which expenses can be claimed, and how they are treated for tax, depends on your employer's policy and the rules where you are. You are responsible for the accuracy of what you enter and for keeping the receipts. Do not use this tool to create false or misleading documents.

Related tools: Receipt maker, Payslip maker, Invoice maker