An expense report (or expense claim) is how an employee or contractor asks to be reimbursed for business costs they paid out of pocket. It lists each expense by date and category with the amount, totals the reimbursement due, and leaves a line for an approver to sign off.
What to include on an expense report
- Who is claiming, and who it is submitted to (the employer or client)
- The period the expenses cover and a report number
- One line per expense: the date, category and description, and the amount
- The total reimbursement due
- An approval line — and keep the receipts to attach
Tips for a claim that gets approved
Group expenses by category (travel, meals, supplies), put the date and merchant in the description, and keep a receipt for every line. Totals should match the receipts exactly. This tool keeps the layout simple — description and amount — so the claim is quick to scan and sign.
How to create a free expense report
1Choose your currency and enter your name and who it is submitted to
2Set the period and report number
3Add a line per expense with the date, category and amount
4Download the PDF and attach your receipts