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BookkeepKit

Expense Report Template

Fill in business expenses by date and category, mark receipts and billable items, and see the amount due to the employee after any cash advance.

Details

Expenses

Expenses
DateCategoryDescriptionAmountReceiptBillableRemove

How it works

  1. 1

    Add the details

    Employee, department, period and the business purpose of the trip or project.

  2. 2

    List the expenses

    Date, category, description and amount. Tick receipt and billable for each line.

  3. 3

    Submit

    Download a PDF with an approval line, or Excel for your accounting team.

A report that gets approved the first time

  • One report per trip or month, with a purpose an approver understands without asking.
  • Specific descriptions: "Dinner with Acme team, 3 people" rather than "Food".
  • Receipts for every line over your policy limit, and for all lodging.
  • Billable items marked, so they get invoiced to the client.

Recording it in the books

The approved report becomes a bill or check to the employee. Each category is posted to its expense account (meals, travel, lodging, office supplies), and billable lines are flagged for invoicing. If a card was used instead of personal funds, only reimburse out-of-pocket items to avoid paying twice.

Frequently asked questions

Why does business purpose matter?

Under an IRS accountable plan, reimbursements are tax-free to the employee only if expenses have a business connection, are substantiated within a reasonable time, and any excess advance is returned. A clear purpose and receipts cover the first two.

Which expenses need a receipt?

The IRS requires documentary evidence for lodging, and for other expenses of $75 or more. The template highlights expenses of $75 or more without a receipt. Many companies require receipts for everything.

How are cash advances handled?

Enter the advance and it's subtracted from the total. If the advance was larger than the expenses, the report shows the amount the employee owes back.

How do I add mileage?

Use the mileage log to get the deduction at the IRS rate, then add one Mileage line with that total.

Are meals fully deductible?

Business meals are generally 50% deductible for the business, but the employee is reimbursed in full. Keep meals in their own category so your accountant can apply the limit.

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