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Fill in your expenses and download a formatted Excel workbook with live totals and a category summary.
An expense report lists business costs an employee paid personally, grouped by category and dated, so an employer can review and reimburse them. Most employers want the date, a description, a category and an amount for every line, plus a total.
| Reorder | Date | Description | Category | Amount (USD) | Row actions |
|---|---|---|---|---|---|
Total claimed
$881.05
Line items
4
Categories used
4
The download is a real Excel workbook with three tabs, not a comma separated list with a spreadsheet extension. Every number you entered is already in it.
1. Expenses
One row per expense with Date, Description, Category and Amount, in the order you left them in above. Dates are real dates, so sorting and filtering work. Amounts carry the number format of the currency you picked. The bold total at the bottom is a SUM formula, not a pasted number.
2. Summary
One row per category you actually used, each totalled with a SUMIF that reads the Expenses tab. Change an amount on the first tab and this one follows.
3. Report details
The report name, who prepared it, the currency, how many lines it covers and the date it was generated. This is the part most approvers ask for after the fact.
Header rows are bold on a yellow fill, the header row stays frozen while you scroll, and the column widths are set so nothing arrives as a row of hash symbols. The amount headings name the currency, so nobody has to guess what the numbers are denominated in.
| Category | Formula in the file | Total |
|---|---|---|
| Travel | =SUMIF(Expenses!C:C,A2,Expenses!D:D) | $412.60 |
| Transportation | =SUMIF(Expenses!C:C,A3,Expenses!D:D) | $54.00 |
| Lodging | =SUMIF(Expenses!C:C,A4,Expenses!D:D) | $318.00 |
| Meals & Entertainment | =SUMIF(Expenses!C:C,A5,Expenses!D:D) | $96.45 |
| Total claimed | =SUM(B2:B5) | $881.05 |
These are the formulas the workbook actually contains. They are shown here so you can see what you are getting before you download anything.
Excel
Double click the download. If Excel shows a yellow protected view bar, click Enable Editing so the formulas calculate.
Google Sheets
Upload it to Drive and open it, or use File then Import then Upload inside an existing sheet. Formatting and formulas both carry across.
Numbers on a Mac
Open it directly. Numbers converts the workbook and keeps the totals working, though the yellow header fill may shift slightly.
Formula
Total = SUM(amounts) | Category total = SUMIF(category column, category, amount column)SUM = Adds every amount in the range. Written into the file so it recalculates after you edit it
SUMIF = Adds amounts only where the category matches, which is how the summary tab splits the claim
Range = The block of cells a formula reads, for example D2 through D12
Worked Example
A four line trip claim
Did you know? The Internal Revenue Service requires receipts for lodging of any amount, and for other expenses of 75 dollars or more, under Publication 463. Employers usually set a stricter internal threshold, which is why a dated line by line report matters more than the receipts alone.
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