Expense report template for Excel and Word to download for free

An expense report is a receipt for expenses incurred by an employee (or any other person) on behalf of a company, association, or other administrative or commercial entity.

Conditions to be respected and advice on how to establish an expense report

  • The expenses must be in the interest of the company and necessary for its activity (accommodation, catering, freeway tolls, and supplies),
  • They must be accompanied by supporting documents (invoices, tickets, and receipts) that include the amount of VAT paid,
  • The receipt must be in the name of the company and not in the name of the employee concerned,
  • Do not wait until the end of the year, and must establish an expense report monthly,
  • An expense report must be filled in and signed by the person concerned, countersigned by the hierarchical superior, and approved by the accounting department, which will proceed with the reimbursement.
An expense report template in Word and Excel for free download
Download an expense report template in Word or Excel

Reimbursement of mileage expenses:

Each company can use its rate schedule to reimburse mileage expenses for travel with a personal vehicle. However, in many countries, companies must use the tax authorities’ mileage scale.

How to use the expense report template?

To use this template, “Copy & Paste” it into a Word or Excel document and make the necessary formatting adjustments. In particular, it is possible that in Word, it is required to reduce the left and right margins to 1.5 cm so that the table fits correctly. However, we recommend using the Excel or Word version for ease of use, available for download at the end of the article.

Expense report template to download (Text, Word, and Excel):


You MUST attach receipts for all expenses other than kilometers traveled



Name and surname:
Vehicle (tax power / registration / cost kms):

0.60 $

Fee date

Description of costs incurred


Other fees



Nb km

Cost km

Amount Km


0.00 $

0.00 $


0.00 $

0.00 $

Signature of applicant: Signature of the person in charge: Accounting audit:
Last name:
First name:
Last name:
First name:
Last name:
First name:
Date: Date: Date:

Company details to be completed

To use and customize this expense report template, “Copy & Paste” the text of this article into your word processor (Microsoft Word or OpenOffice Writer). You can also download our free template in Excel format here: Expense report template – Excel format and in Word in Expense report template – Word format.

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Graduated with a Master 2 in criminal law from the University of Rennes, I am very involved in defending fundamental rights and prison conditions. I wish to transmit this knowledge to make the law accessible to individuals and professionals.

2 thoughts on “Expense report template for Excel and Word to download for free”

  1. Hello,
    Can you confirm that your expense report template also works on Libre Office? We are an association. Regards

    • Hi, yes, you just have to convert the excel file “Expense report template – Excel format” to the Libre office format. Bests regards. Elisa


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