How to fill out an expense report
Six steps that work with this template or any company form.
Add your details
Your name, department, approver, the report period and the business purpose of the trip or spending.
Gather your receipts
Collect a receipt for every expense. Most policies require one for anything over a set amount, often $25.
Enter each expense
One line per expense: date, a short description, the category and the amount you paid.
Log your mileage
Choose “Mileage” and enter the miles; the amount is calculated at the IRS rate for that date.
Subtract any advance
If your company gave you a cash advance, enter it so the report shows what you’re still owed.
Check, save and submit
Review the totals, save as PDF, sign it, and send it with your receipts to your approver.
What to include on an expense report
- Employee name, department and approver
- Report period and business purpose
- Date, description, category and amount for each expense
- Miles driven for any mileage claim
- A receipt for each expense your policy requires
- Total, any cash advance, and the amount due
- Employee and approver signatures
What makes a receipt valid
- Date of purchase
- Vendor name and location
- Itemized list of what was bought
- Total paid, including tax and tip
- Payment method
More detail: expense receipt requirements from ExpenseVisor.
2026 IRS mileage rate for expense reports
The IRS raised the business mileage rate in the middle of 2026, so the rate depends on when you drove. The template applies the right rate to each trip automatically.
| Trip date | Business rate |
|---|---|
| January 1 – June 30, 2026 | 72.5¢ per mile |
| July 1 – December 31, 2026 | 76¢ per mile |
| 2025 | 70¢ per mile |
Source: IRS standard mileage rates (Notice 2026-10; Announcement 2026-11). Companies may reimburse at their own rate; amounts above the IRS rate are generally taxable to the employee. Rates checked October 31, 2026.
Expense report template vs. expense software
A template is a great start. Here’s an honest look at when it’s enough — and when it isn’t.
| Template (this page) | Expense software | |
|---|---|---|
| Best for | Freelancers and teams with a few reports a month | Teams where several people submit expenses |
| Cost | Free | Per-user subscription |
| Receipts | Kept separately, by you | Photographed and attached to each expense |
| Approvals | Email and signatures | Routed automatically, level by level |
| Policy checks | Manual | Limits checked as expenses are entered |
| Accounting | Re-typed by finance | Synced to your accounting system |
Comparing tools? See this expense reporting software checklist (published by ExpenseVisor).
Expense report template FAQs
Is this expense report template really free?
Yes. The online template, the Excel file and the PDF are free to use, with no sign-up. ExpenseReport.pro is a free resource from ExpenseVisor.
Is my data saved or sent anywhere?
Only in your own browser, so your entries are still there next time. Nothing is ever sent to a server. Clearing your browser data removes it, so use Print / Save as PDF or Download CSV to keep a copy.
What mileage rate does the template use?
The IRS business standard mileage rate for the date of each trip: 72.5 cents per mile for January 1 to June 30, 2026, and 76 cents per mile from July 1, 2026. You can enter your company’s own rate instead.
What should an expense report include?
The employee’s name and department, the report period and business purpose, and for each expense the date, description, category and amount, with a receipt. Totals, any cash advance and the amount owed to the employee complete the report.
When should a company move from a template to expense software?
A template works for a few reports a month. Once several people submit expenses, need approvals, or finance re-types reports into accounting, expense report software saves time and catches policy issues automatically.