4 templates · Fillable PDF
Expense report templates
Fillable expense report, mileage log and petty cash templates. Amounts, mileage reimbursement and the balance due to the employee calculate as you type.
Reviewed
Expense report templates
Expense report
107 fields · 2 pages · General (US)
Fillable expense report with date, vendor, purpose, category and amount per line, cash advance credit and the amount owed to the employee. Sign and submit.
Mileage log
112 fields · 2 pages · General (US)
Fillable mileage log with trip date, purpose, start and end odometer, calculated miles, your reimbursement rate, plus tolls and parking. Totals add up for you.
Travel expense report
88 fields · 2 pages · General (US)
Fillable travel expense report with one row per trip day and columns for transport, lodging, meals, local travel and other costs. Totals and advance calculate.
Petty cash log
129 fields · 2 pages · Any
Fillable petty cash log with voucher numbers, payees, account codes, cash out and replenishments, and a reconciliation that shows the fund over or short.
Before you pick one
Choosing the right expense reports template
Expense reports let employees and contractors get repaid for business costs they paid personally, and they give the business the documentation its bookkeeper and tax preparer need. A complete report lists each expense with its date, purpose and category, attaches receipts, subtracts any cash advance, and is signed by the employee and an approver.
The PDFBetter expense templates are original fillable PDFs: a general expense report, a travel report with per-day columns, a mileage log that multiplies miles by the rate you enter, and a petty cash log that keeps a running reconciliation. Merge scanned receipts behind the report into one PDF before you submit it.
Expense report templates: questions people ask
How do I attach receipts?
Fill the report, then use Merge PDF or Add pages to place scanned receipts or phone photos behind it, so the approver gets a single file.
What mileage rate should I use?
Use the rate your employer reimburses. Many US businesses use the IRS standard mileage rate, which the IRS publishes each year; enter the rate in the template and the reimbursement calculates.
What if I received a cash advance?
Enter it in the advance field. The template subtracts it from total expenses, so the balance shows what the company owes you or what you owe back.
Is an expense report the same as an invoice?
No. Employees use expense reports to be reimbursed. An independent contractor who passes costs to a client usually bills them as reimbursable lines on an invoice instead.