OneTaskBy Tim King · Updated
Free Expense Report Generator
Free Expense Claim Form PDF With Category Totals and Advance Deduction
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How the Expense Report Generator works
This expense report generator turns a list of expenses into a clean single-page PDF claim, with a dated line for each cost, totals by category, any advance taken off and the amount to reimburse. Signature lines for the claimant and approver sit at the foot. Nothing is uploaded.
How the expense report generator adds up your claim
Each line is date | category | description | amount, such as 3 Sep | Travel | Train London to Leeds | 64.20. The generator adds every amount for the total, groups the lines by category for the
summary, and subtracts any advance you were already paid. What is left is the reimbursement due.
A worked example. The default lines total 64.20 + 38.50 + 112 + 22 = 236.70. Travel comes to 86.20, Meals to 38.50 and Lodging to 112. With a 50 advance, the reimbursement due is 186.70. If the advance were larger than the total, the report shows the amount owed back to the company instead.
Pick a few clear categories. Finance teams code expenses by type, so use the names your company uses, such as Travel, Meals, Lodging, Mileage and Supplies. The report summarises up to six categories and holds up to sixteen expense lines on one page.
Attach the receipts. Most employers and tax rules need a receipt for each claimed cost. Number or date your receipts to match the lines, note in the footer that they are attached, and send them with the PDF.
Mileage. Enter mileage as an amount you have worked out at your company's rate, such as
5 Sep | Mileage | 84 miles to Leeds | 37.80. The generator does not apply any mileage rate itself.
FAQ
What should an expense report include?
The claimant's name, the purpose of the trip or spending, each expense with its date, category, description and amount, the total, any advance, and the amount to reimburse. A report number and signature lines for the claimant and the approver complete it.
How do I show a cash advance on the report?
Enter the advance in the advance field. It is printed as a deduction under the total, and the reimbursement due is the total minus the advance. If you spent less than the advance, the report shows how much you owe back to the company instead.
Why is there a limit of six categories?
The category summary sits beside the totals at the foot of a single A4 page, and six rows is what fits. Merge similar categories, such as taxis and trains into Travel, which is also what most expense policies expect, so the totals match the codes used by finance.
Can I use this for self-employed business expenses?
Yes, as a tidy record of costs for a project or trip. Self-employed people do not claim from an employer, but a dated, categorised list with receipts makes the year-end accounts and any questions from the tax authority much easier to deal with.
See also: all Invoicing & Payments tools, Rates & Pricing, Profit & Growth.
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