Expense Report Generator
Document reimbursable business expenses with itemized line items, receipt references, and totals. Add your logo and export a polished PDF — free, no signup.
Track time and expenses together
Pair this with the Timesheet Generator when billing a client for both hours and out-of-pocket costs. If you're self-employed, see how deductible expenses affect your self-employment tax, and check the Mileage Deduction Calculator and Home Office Deduction Calculator for vehicle and home-office costs specifically.
What to include on an expense report
- Itemized expenses — description, date, quantity, and amount for each one.
- Business purpose — why the expense was incurred, tied to a trip or activity.
- Expense category — travel, meals, mileage, supplies, etc.
- Receipt or reference numbers — to substantiate the amount if it's ever reviewed.
- Reimbursement total — the amount owed back to the employee or contractor.
Frequently asked questions
What should a business expense report include?
An expense report should include an itemized list of each expense (description, date, quantity, and amount), the business purpose of the trip or activity, the expense category, and any receipt or reference numbers. Keeping this level of detail makes reimbursement faster and supports your recordkeeping if the expenses are ever reviewed.
What records should I keep for business expenses?
Keep the receipts and document the business purpose of each expense. See IRS Publication 463 for recordkeeping on travel, gift, and car expenses, and IRS Publication 583 for general business recordkeeping requirements.
Are reimbursed employee expenses taxable?
Reimbursements made under an "accountable plan" — where the employee substantiates expenses with receipts and returns any excess advance — are generally not taxable income to the employee and are not subject to payroll tax. Reimbursements without proper substantiation can be treated as taxable wages instead.
What rate do I use for a business mileage line item?
The IRS standard business mileage rate for 2026 was 72.5¢ per mile Jan 1 to Jun 30 (IR-2025-128), and is 76¢ per mile Jul 1 to Dec 31 (IR-2026-29). Use the rate in effect on the date the miles were actually driven, not the date you file the report — see the Mileage Deduction Calculator to compute the full deduction.
Related Calculators
Timesheet Generator
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IRS Mileage Rate & Deduction Calculator
Split 2026 rates (Jan–Jun vs Jul 1 on), full rate history, standard vs actual
Home Office Deduction
$5/sqft simplified method ($1,500 max) vs regular method