Free fillable expense report template (PDF)

How to fill it in

1. Download the fillable PDF or open it in our Fill PDF form tool.
2. Fill in your name, department, the period covered and the purpose of the spending.
3. Add one line per receipt with date, description, category and amount.
4. Fill in the total, any advance received and the amount to reimburse.
5. Photograph your receipts, turn them into a PDF with JPG to PDF and combine them with the report using Merge PDF.
6. Sign with Sign PDF and send it to your approver for the second signature.

Filling in the expenses table

Use one line per receipt, in date order. Keep descriptions short but specific: "Train Berlin to Hamburg, client visit" is far easier to approve than "Travel". Use the same categories your finance team uses, typically travel, accommodation, meals, supplies and other, so the report can be booked without rework.

If you received an advance, enter it in the totals block. The reimbursement is the total minus the advance; if the result is negative, you owe the difference back.

What to attach

An expense report without receipts is usually sent straight back. Attach:

• Every receipt or invoice, numbered in the same order as the table.
• Card statements for costs where you lost the receipt, if your policy allows it.
• Approval emails for anything unusual, such as a higher hotel rate.
• Exchange rates used, if you paid in a foreign currency.

Common mistakes and record keeping

The most common problems are personal costs mixed in, the same receipt claimed twice, and missing dates. Check your company's expense policy for limits on meals and travel before you submit. Employers usually keep expense records with their accounting files for several years, and it is worth keeping your own copy too. Signed-in users can store the final file in My files, which are stored encrypted.

Frequently asked questions