Free expense report template
Four formats. No email gate. Print it, email it, or paste it into your accounting software — your call.
What's actually in the template
Header, expense table with auto-totals, a notes column for the inevitable "what was this for?" from your manager. That's it.
Employee
Maya Chen
Department
Sales · East
Period
Mar 12 – Mar 14, 2026
| Date | Category | Vendor | Description | Amount |
|---|---|---|---|---|
| 03/12 | Travel | United Airlines | SFO → JFK, client kickoff | $412.50 |
| 03/12 | Lodging | Marriott Times Square | 2 nights, room only | $684.00 |
| 03/13 | Meals | Joe's Pizza | Lunch with Acme team (4 ppl) | $67.40 |
| 03/13 | Transit | Uber | Office → JFK | $48.20 |
| 03/14 | Mileage | — | 42 mi @ $0.70 (IRS 2026) | $29.40 |
| Total reimbursable | ||||
Employee signature
Manager approval
Four ways to download. Same template.
Google Sheets
.gsheetMake a copy in your browser. Edit live, share with finance, done. Best if your team already lives in Drive.
DownloadMicrosoft Excel
.xlsxThe classic. Works offline. Auto-totals, dropdown categories, and a mileage formula already wired up.
DownloadPDF
.pdfFlat and printable. Use this when you need a clean copy to attach to an email or hand to a manager.
DownloadWord
.docxIf your manager still asks for it 'as a document.' No formulas — you'll total it yourself.
Download
No email required. No newsletter signup. Use it however you like.
What goes on an expense report
If you're filling one out for the first time — or the hundredth and still not sure you're doing it right — this is what every reviewer is looking for.
- 1
Who you are
Employee name, department, and the manager who'll approve it. If your company has an employee ID, that goes here too.
- 2
The dates you're reporting on
Most teams do weekly or monthly. Pick a range and stick to it — splitting one trip across two reports creates more work for whoever's reviewing.
- 3
A row per expense
Date, vendor, category, amount. If your company uses GL codes, drop them in column F. If they don't, ignore that column.
- 4
Receipts for anything over the threshold
Most companies require receipts for any expense above $25 or $75 — check your policy. Attach images, PDFs, or paste links if your template supports it.
- 5
A reason, in plain English
'Lunch with Acme account team — renewal discussion' is better than 'meal.' Specifics save you a follow-up email later.
- 6
Two signatures
Yours, then your manager's. If you're submitting digitally, type your name and a date — that counts at most companies. If finance needs ink, print, sign, scan.
Templates are great until you're filling out your fourth one this week.
Ramp turns expense reports into a 15-second task. Snap the receipt, the rest happens on its own — categories, GL codes, approval routing, reimbursement. Finance closes the books faster. You stop dreading Friday.
See how it works99%
Receipt-to-transaction match accuracy. No more 'what was this for?' chains.
<15s
Median time to submit an expense via SMS or Slack. The receipt is the report.
2 days
From submitted to reimbursed. Your money lands in your account, not in a queue.
Questions people actually ask
Pulled from real support emails. If yours isn't here, the answer is probably "yes, that's allowed."
Yes. No email gate, no signup, no watermark. Download it, open it, edit it. If you want to remove the Ramp branding, the cell is unlocked — just delete it.
