Start with Vertex42's free Simple Expense Report for Excel or Google Sheets: it uses one column with a drop-down for expense type, has a cell for your mileage rate and lets you mark which items to reimburse. For trips use its Travel Expense Report, for weekly claims its Weekly Expense Report, and for a printable or browser version look at Smartsheet and Template.net.
The hard part of expenses isn't the template. It's picking a form that fits the spending, so people fill it in the same way every time. Vertex42 is unusually clear about which of its forms is for which job, and that's what makes it the best place to start.
Match the form to the expense
Here's which free form fits which kind of claim, as of October 2026:
| Kind of claim | Free form | Source | Detail that matters |
|---|---|---|---|
| A business trip | Travel Expense Report | Vertex42 | Separate columns for common travel costs plus an itemised table |
| Mixed claims, one column | Simple Expense Report | Vertex42 | Drop-down expense types, a mileage rate cell, a 'to be reimbursed' sheet |
| Weekly claims by people who drive to clients | Weekly Expense Report | Vertex42 | Separates reimbursable costs from company card spending |
| Office supplies, software, training | Reimbursement Form | Vertex42 | General non-travel expenses |
| Claims with photos of receipts | Reimbursement Form with Receipts | Vertex42 | Receipt images sit under the form and print as one PDF |
| Monthly company card statements | Credit Card Expense Report | Smartsheet | Built to be printed and submitted with receipts |
| Editing in a browser | Expense templates | Template.net | Business, travel, project and vehicle expense layouts |
Vertex42's travel and simple reports
The Travel Expense Report has separate columns for common types of travel expenses and a table for itemised costs, such as a breakdown of meals or transport. Vertex42 built a reminder into the sheet itself: 'Don't forget to attach receipts'. Its note for employers explains why: employees should submit copies of receipts with the report so you keep adequate records for tax purposes.
The Simple Expense Report takes a different approach, with one column for every expense type and a drop-down to pick the type, which you can edit. There's a designated place for the mileage reimbursement rate. Since May 2020 it also has a worksheet for marking specific expenses 'to be reimbursed', for people who use both a company card and their own funds; an x in that column (or a ticked box in Google Sheets) adds the amount to the Amount to Reimburse total. Remove the sample data and it doubles as a blank form to fill in by hand.
The weekly report for people on the road
Vertex42 made the Weekly Expense Report for employees who submit claims every week, and says it suits sales and other jobs with frequent driving and client meetings. It has one section for amounts to be reimbursed, such as mileage and travel, and another for spending on the company credit card. If someone visits many clients in a day and needs to record the purpose of each visit, Vertex42 points them to a separate mileage tracking log.
The detail most people miss is business meals. Vertex42 says that when you pay for business meals or entertainment, such as meetings with potential clients, you must keep records of the location, business purpose, business relationship and amount of each expense. It says the template was largely based on an example in the IRS record-keeping guidance. That's Vertex42's summary, not tax advice from me; its page carries a disclaimer telling you to check with a certified professional.
Reimbursement forms, with receipts built in
For everyday costs that aren't travel, Vertex42's Reimbursement Form covers things like office supplies, mileage, software and training fees. Its page says most businesses and nonprofits use one, and a new employer soon realises they need one.
The version with receipts solves a common nuisance. Instead of emailing a form plus a pile of photos, you insert images of the receipts below the form and print the whole thing as a single PDF. Vertex42 notes Google Sheets can put images in cells but has no good way to view them larger, so its template uses a separate sheet to show them full size. There's even a PTA version based on how the author's school PTA handled reimbursements.
Smartsheet and Template.net options
Smartsheet's free set includes simple, small business, travel, monthly, weekly, daily and credit card expense reports in Excel and Google Sheets. Its simple template totals the reimbursement automatically and subtracts any advance payments, and its weekly version breaks expenses down by day with fields for business purpose and payment type. The page also lists the fields a good report should have: name, department, manager, date, description, category, subtotal, advances, total reimbursement, who authorised it and receipts.
Template.net's expense templates are completed or modified in the browser and download in formats including Word, Excel, Google Sheets, PDF, Apple Pages and Apple Numbers as of October 2026. Its listings run from a basic expense report to travel, vehicle, project, construction and church expense reports.
Setting up expenses for a small team
Vertex42's reimbursement page sets out a short process, and it's the part I'd copy if you've just taken on your first employee:
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- Customise the form with your company details and a list of expense categories that fits your business.
- Decide which expenses you'll reimburse, and write it down so nobody has to guess. Vertex42 suggests limits on some types, such as meals or travel, and prior approval for bigger purchases.
- Give each employee the form and show them how to fill it in, including attaching receipts.
- Make it clear that every claim needs receipts as evidence. Vertex42 says some experts suggest receipts for all expenses, however small.
- Pay claims promptly. Vertex42's author finds it simpler to reimburse separately from the normal pay run, and says employees appreciate not waiting.
If you want to understand the formulas rather than download a finished file, see how to build an expense report in Excel.
Licence and the small print
All the Vertex42 expense files above are labelled Private Use, not for distribution or resale, as of October 2026. Use them inside your company and share them privately with the staff who need them; don't host them on your website or share them with a public link. Smartsheet and Template.net say their templates are free to download or edit, and that's all I'll claim for them.
My advice
I'd use Vertex42's Simple Expense Report if your team mixes company cards and their own funds, because the 'to be reimbursed' sheet saves arguments. I'd use the Reimbursement Form with Receipts if people send you photos of receipts, since one PDF beats ten attachments. Skip spreadsheets altogether once you're chasing claims from more than a handful of people; that's when expense tracker apps or expense management software start earning their place.
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Frequently asked questions
Where can I get a free expense report template?
Vertex42 has free travel, simple, weekly and reimbursement expense forms for Excel and Google Sheets. Smartsheet has free Excel and Google Sheets versions, and Template.net has expense templates you edit in your browser.
Which expense form should I use for office supplies?
Vertex42 points general business expenses such as office supplies, software and training fees to its Reimbursement Form, and travel to its Travel Expense Report.
What records does Vertex42 say to keep for business meals?
The location, business purpose, business relationship and amount of each expense, with receipts submitted alongside the report. Vertex42 says to check tax questions with a certified professional.
Can I attach receipt photos to an expense form?
Yes. Vertex42's Reimbursement Form with Receipts lets you insert receipt images below the form and print everything as one PDF.
Is there a free credit card expense report template?
Yes. Smartsheet has a Credit Card Expense Report Template for recording each card transaction and its purpose, designed to be printed and submitted with receipts.
