Expense report
For employees and volunteers who paid business costs out of pocket and need to be reimbursed. Each expense has its business purpose and a category your bookkeeper can post, any cash advance is subtracted, and the report ends with employee and approver signatures.
- Fields
- 107
- Pages
- 2
- Paper
- Letter
Fill it online without an account. The blank PDF is free to download and works in any PDF reader. Downloading a filled copy from the editor needs a free account — 3 downloads a month, no watermark. See plans
Reviewed
Before you start
What you need to fill it in
- Receipts for each expense
- The business purpose of each expense
- Your organization's expense categories or account codes
- Any cash advance you received
- Your manager or approver's name
What's inside
107 fields, ready to fill
- 84Typed answersnames, addresses, descriptions
- 19Dateschecked as real dates
- 2Calculatedfill themselves from other fields
- 2Signaturessignature and initials
5 required — the editor counts down how many are left while you fill.
Instructions
How to fill out the Expense report
- 1
Fill report details
Enter your name, department, the approver and the period or trip the report covers.
- 2
List expenses
One line per receipt: date, vendor, business purpose, category and amount. Mark whether a receipt is attached.
- 3
Subtract advances
Enter any cash advance or company prepayment. Amount due shows what you are owed (or owe back, if negative).
- 4
Attach receipts
Merge scanned receipts or phone photos behind the report so the approver gets one PDF.
- 5
Sign and submit
Sign, then send to your approver with Request signatures.
Fill it online
What filling it looks like
- Edit & fill, Invite to sign and Create form are three modes of the same editor
- Amounts are formula fields: they calculate as you type
- The field navigator counts what's left and jumps to the next field
Shown with our invoice template. Sample content; names are fictional.
Written for: General (US)
This is a general-purpose template. Check that its terms and fields match your situation and any rules that apply where you use it before you rely on it.
Written by PDFBetter and last reviewed October 15, 2026. Spotted a problem? Tell us.
Expense report: questions people ask
What counts as a business purpose?
Who, what and why: "Lunch with Acme buyer to review Q3 order" rather than "Lunch". Approvers and auditors look for this.
What if I lost a receipt?
Note it on the line and attach a short signed explanation. Many policies accept this for small amounts; check yours.
Are reimbursements taxable income?
Not if your employer uses an accountable plan: business purpose, substantiation and return of excess advances. This is not tax advice.
What does a negative amount due mean?
Your advance was more than you spent. Return the difference to the company.
Should mileage go on this report?
Use the mileage log for driving and enter its total here as one line, with the log attached.
Ready when you are
Fill the Expense report now — no account to start.