Free Expense Report Template - Excel & Google Sheets
Prepare an employee expense report with business context, policy checks, approvals, reimbursement status, and a review summary.
Do this with AI
Make this expense report fit your approval flow.
Open the workbook and ask Griddy to adapt categories, policy checks, approvers, or reimbursement statuses.
What is in this workbook?
This workbook has three sheets: Report Summary, Expense Report, and Policy & Approvals. Report Summary is the quick-review surface, Expense Report is the editable working log, and Policy & Approvals holds supporting inputs, reusable context, or working rules.
How the workflow and formulas work
Use Expense Report for date, employee ID, merchant, category, amount, policy check, approval, and reimbursement; keep receipt requirements and named approvers in Policy & Approvals. Report Summary counts lines, sums the report total, and counts Pending approvals and Needs note policy checks. Expense Report sums Amount.
How to use it in Griddy
Replace the sample values before sharing, then review the calculated Report Summary fields after editing the working log. The workbook includes a dropdown validation resource and a conditional-formatting resource for the relevant review or status fields.
Keep sensitive records out of the workbook
Use employee IDs and secure receipt links. Do not store card numbers, bank details, health data, or unrelated personal purchases. This workbook is a planning aid and does not replace accounting, legal, HR, tax, or education-record systems.
Related guides
Learn how teams actually use this template
Expense Tracker vs Expense Report: What's the Difference?
An expense tracker records ongoing spend. An expense report packages specific costs for review or reimbursement. Here's when to use each one.
Read guideExcelHow to Build an Expense Report in Excel
Build an expense report in Excel with the right columns, approval fields, receipt tracking, and formulas for clean reimbursement totals.
Read guideExcel & SheetsReceipt Tracker vs Expense Tracker: What's the Difference?
A receipt tracker keeps proof of purchase organized. An expense tracker records and categorizes the spend. Here's when you need each spreadsheet.
Read guideDo this with AI
Make this expense report fit your approval flow.
Open the workbook and ask Griddy to adapt categories, policy checks, approvers, or reimbursement statuses.
