For field sales teams, every minute spent on administrative tasks is a minute not spent selling. Yet, many organisations still rely on manual spreadsheets and makeshift systems for expense tracking, a process that quietly drains productivity and introduces significant financial risk. The reality for fast-paced, on-the-move representatives is that crumpled receipts get lost, mileage logs are forgotten, and data entry becomes a dreaded end-of-month chore. This administrative friction leads directly to delayed reimbursements, inaccurate financial reporting, and frustrated team members who feel bogged down by paperwork.
The hidden costs of this disorganised approach are substantial. It’s not just about the time wasted; it's about the errors that inevitably creep into manual calculations and the lack of real-time visibility into team spending. For limited company owners, understanding the nuances of what can be claimed is paramount, and a complete guide to expenses for a limited company can help avoid common errors that manual spreadsheets often perpetuate. While a fully automated expense management system is the ideal solution, implementing a standardised expenses report template is a powerful first step toward regaining control.
This article provides a curated list of the best expense report templates available, from sophisticated spreadsheets to simple printable logs. We'll explore options from sources like Vertex42, HubSpot, Smartsheet, and even marketplaces like Etsy, providing a practical analysis for each. You’ll find direct download links, screenshots, and an honest assessment of each template's best use case, helping you find the perfect fit to bring clarity and efficiency to your field team's financial tracking.
1. Vertex42
Vertex42 has long been a trusted source for high-quality spreadsheet templates, and its collection of expense report templates is no exception. It stands out for its meticulous design and user-centric approach, offering professionally structured documents that require minimal setup. For sales managers or small businesses looking to standardise their expense tracking without investing in dedicated software, Vertex42 provides a robust, no-cost starting point.
The platform offers several variations of its expenses report template, including simple, travel, and weekly formats, available for both Microsoft Excel and Google Sheets. This flexibility is crucial for teams with different software preferences. The templates include thoughtful fields for mileage reimbursement, per diems, and even a simple checkbox to confirm receipts are attached, which helps streamline the review process for managers.
Core Strengths & Limitations
The primary advantage is the exceptional quality and clarity of the templates, which are completely free for personal and internal business use. Each download is accompanied by clear instructions and version notes, demonstrating a commitment to user support.
However, the main limitation is the lack of automation. These are static spreadsheets, so they do not feature automated approval workflows, data integration, or real-time tracking. The licence also prohibits redistribution, meaning you cannot host them on your own company intranet. Despite these limitations, Vertex42 remains an excellent resource for creating a reliable and customisable manual expense reporting system.
2. Xero Templates (Free Expense Report Template)
As a leading accounting software provider, Xero offers a free expense report template designed to bridge the gap between manual spreadsheets and a fully automated system. This resource is ideal for small businesses and sales teams already in the Xero ecosystem or those contemplating a future move to sophisticated accounting software. It provides a clean, professional layout that aligns with standard accounting practices, ensuring data is captured in a format that simplifies future bookkeeping tasks.
The template is a downloadable Excel file that includes clear sections for travel, meals, and other common business expenses. What makes Xero’s offering particularly useful is the accompanying guidance on their website, which explains how to fill it out correctly and attach receipts for submission. Beyond just templates, understanding a comprehensive Xero bookkeeping guide can enhance your expense management process. For teams curious about the benefits of automation, the platform also showcases how these manual steps can be eliminated with their paid Xero Expenses software.
Core Strengths & Limitations
The primary strength of this expenses report template is its credibility and clear pathway to scalability. Since it comes from a major accounting platform, users can trust the format and structure. The clear instructions and FAQs provided on the download page are helpful for teams standardising their reporting procedures. This template serves as an excellent, no-cost entry point into a more organised financial workflow. To understand the potential ROI of moving to a more automated system, teams can use various financial calculation tools to project savings.
However, a key limitation is the requirement to provide an email address to download the template, which may be a hurdle for some users. Furthermore, the template itself is a static document. It lacks automated calculations, approval workflows, or integration with other systems, with all advanced features being a clear upsell to a paid Xero subscription. Despite this, it is a valuable tool for businesses needing a reliable, well-structured manual reporting solution.
- Access: Xero Expense Report Template
3. HubSpot Business Templates (Expense Report)
HubSpot, a leader in marketing and sales software, extends its reach into operational efficiency with a library of free business templates. Its expense report offering is designed for speed and simplicity, making it an excellent choice for startups, small teams, or individual sales reps needing a clean, professional document for reimbursement. The templates prioritise clarity and immediate usability, removing complex features for a straightforward tracking experience.
The platform provides its expenses report template in multiple popular formats, including Microsoft Word, Excel, Google Sheets, and even a non-editable PDF for reference. This versatility ensures that anyone on the team can access and use the template regardless of their preferred software. The one-page layout features clear sections for itemised expenses like meals, transport, and lodging, with simple subtotals that make reimbursement calculations quick and error-free for managers.
Core Strengths & Limitations
HubSpot’s main advantage is the high-quality, professional design combined with instant, no-cost access. The templates are incredibly easy to use and require virtually no setup, allowing a sales rep to quickly fill out their expenses and submit them. There is no software lock-in, so the documents can be easily shared and customised.
The primary limitation is its simplicity. The templates are not built for complex approval workflows or automated data entry, making them less suitable for larger organisations with multi-step review processes. Accessing the templates may also require providing contact information, which can lead to follow-up marketing communications from HubSpot. For teams needing a quick, basic reimbursement form, it’s a top-tier option.
- Access: HubSpot Expense Report Templates
4. Smartsheet (Expense Tracking & Reporting Template Set)
Smartsheet elevates the concept of an expense template from a static document to a dynamic, collaborative system. It provides a complete template set designed for teams that need more than just a spreadsheet, incorporating forms, automated workflows, and dashboards. This solution is ideal for growing sales teams or organisations looking to formalise their expense management process and gain real-time visibility without committing to specialised expense software.
The platform’s strength lies in its interconnected components. Team members can submit expenses via a user-friendly form on desktop or mobile, which automatically populates a central sheet. From there, managers receive automated approval requests, streamlining a traditionally manual and time-consuming task. The integrated dashboard provides a high-level overview of spending by category, individual, or status, making it a powerful tool for financial oversight. This integrated approach also makes it easier to generate comprehensive progress reports for team and project performance.
Core Strengths & Limitations
The primary advantage is its scalability and built-in automation, which bridges the gap between simple spreadsheets and expensive, dedicated expense management tools. The visibility offered by its reporting dashboards gives managers powerful insights into team spending patterns.
However, these advanced features come at a cost, as a Smartsheet subscription is required to use the template set effectively. The initial setup is also more involved than simply downloading an Excel file, requiring some configuration to tailor the workflows to your organisation's specific needs. Despite the learning curve, Smartsheet offers a robust and organised expenses report template system for teams ready to move beyond basic spreadsheets.
5. Google Workspace Marketplace – Template Gallery for Sheets (by Vertex42)
For teams already embedded in the Google ecosystem, the Template Gallery add-on for Google Sheets brings high-quality templates directly into their workflow. This gallery, powered by Vertex42, effectively eliminates the need to visit an external website, download a file, and then upload it to Google Drive. It streamlines the process by offering a vast, curated library of templates, including numerous expense report options, accessible right within the Sheets interface.
This add-on is particularly valuable for managers who need to deploy a standardised expenses report template quickly across their team. With over a million installs, it is a proven and reliable tool. The core function is its "Copy to Drive" button, which instantly creates a new, editable copy of the selected template in the user's Google Drive, making it incredibly efficient for field reps who need a fresh report without any fuss.
Core Strengths & Limitations
The primary advantage is the seamless integration and speed. Accessing professionally designed templates without ever leaving Google Sheets is a significant time-saver. The add-on is completely free and works with any standard Google account, making it highly accessible.
However, its reliance on the Google ecosystem means it is only useful for teams committed to Google Workspace. The templates are static, lacking automated workflows or integration with other financial software. Furthermore, while the library is extensive, it offers less curation and direct support compared to downloading from the main Vertex42 website. Despite these points, it remains a top-tier choice for organisations seeking efficiency and standardisation within Google Sheets.
- Access: Google Workspace Marketplace – Template Gallery
6. Expensify – Free Expense Report Templates + Software
Expensify is a powerful expense management software, but it also provides a valuable bridge for businesses not yet ready for a full software commitment. It offers a collection of free, downloadable Google Sheets templates that serve as an excellent entry point into more organised expense tracking. This positions Expensify as a unique resource, providing both a manual solution and a clear upgrade path to full automation. For sales teams looking to improve their current spreadsheet system, these templates offer a taste of a more streamlined process.
The platform provides several template variations, including standard, travel, and credit card expense reports, catering to common field sales scenarios. The expenses report template designs are clean and user-friendly, offering functionalities like CSV and PDF exports, which is a notable step up from a basic spreadsheet. This dual approach allows a company to standardise its reporting with a free template while evaluating the benefits of Expensify's paid software, which automates receipt capture and approvals.
Core Strengths & Limitations
Expensify’s key advantage is its role as a gateway to automation. Teams can start with a free, well-designed template and then seamlessly transition to the software suite when they outgrow manual processes. The templates themselves are more functional than many basic alternatives, with built-in export options.
The main limitation is that the templates are fundamentally a marketing tool to guide users toward the paid software. Accessing them requires navigating through a blog/resource page rather than a dedicated downloads centre. Furthermore, all the advanced features showcased, like the acclaimed SmartScan receipt capture and automated workflows, are locked behind a subscription, making the templates a relatively basic offering on their own.
7. Coefficient Templates (Expense Reports for Google Sheets)
Coefficient offers a specialised gallery of free templates built exclusively for Google Sheets, making it a powerful resource for teams already integrated into the Google Workspace ecosystem. It carves out a unique niche by blending the simplicity of a spreadsheet with the potential for powerful data automation. For organisations looking to bridge the gap between manual entry and fully automated expense software, Coefficient provides a scalable and intelligent solution.
The platform provides several focused templates, including options for credit card reconciliation, travel expenses, and a standout template that integrates directly with QuickBooks. This integration allows for real-time data synchronisation, a feature typically reserved for paid software. Each expenses report template is designed with clear instructions and useful metrics, enabling teams to get started quickly and track spending more effectively.
Core Strengths & Limitations
The primary strength of Coefficient is its ability to supercharge Google Sheets. For teams managing expenses, the option to connect a template directly to a live data source like QuickBooks is a significant advantage, reducing manual data entry and potential errors. The templates themselves are clean, well-organised, and completely free to use.
The main limitation is that its most powerful automation features, like the QuickBooks sync, require the paid Coefficient add-on. Without the add-on, the templates function as high-quality but static spreadsheets. Furthermore, the exclusive focus on Google Sheets means teams that prefer or are required to use Microsoft Excel will need to look elsewhere.
8. Template.net (Expense Report Templates – editable downloads)
Template.net functions as a vast digital library, offering a massive catalogue of business document templates, and its expense report collection is notably extensive. It stands out for its sheer volume and format diversity, catering to users who need documents in Google Sheets, Docs, Excel, Word, and even PDF. For teams that need a specific aesthetic or layout without wanting to design it from scratch, Template.net provides a searchable repository of pre-made options.
The platform organizes its expenses report template selection into useful categories like employee, travel, and monthly reports, making it easy to find a suitable starting point. One of its unique features is the in-browser editor, which allows for quick customisation before downloading the file. This is ideal for making minor tweaks without needing to open a separate application. While some templates are free, full access to the premium, more polished designs requires a Pro membership.
Core Strengths & Limitations
The primary advantage of Template.net is the breadth of choice; you can find a template to match almost any specific reporting style or format preference. Its multi-format support is a significant benefit for organisations that use a mix of Google and Microsoft software. Much like a well-organised strategy plan template, having a strong visual structure from the start saves considerable time.
However, the key limitation is the paywall for unlimited access and the most professional designs. The quality can also vary significantly between templates, as it aggregates a wide range of submissions. This means users may need to browse through several options to find a high-quality, functional document that meets their standards.
- Access: Template.net Expense Report Templates
9. Notion Template Marketplace – Expense Tracker by Easlo
For teams already embedded in the Notion ecosystem, the Expense Tracker template by Easlo offers a powerful, database-driven solution. It transforms the standard expense report into an integrated part of your company's digital workspace, leveraging Notion’s flexibility to create a dynamic and highly customisable tracking system. This approach is ideal for tech-savvy sales teams who prefer a centralised hub for all their operational needs, from project management to expense claims.
This free expenses report template is more than just a table; it's a fully-fledged database with multiple views. Users can track expenses by category, vendor, or date, and attach receipt files directly to each entry. Its pre-built views allow managers to see summaries by month or filter by approval status, streamlining the reimbursement process within the platform. The ability to link expenses to specific sales projects or client accounts is a standout feature for field sales teams.
Core Strengths & Limitations
The primary advantage of this template is its seamless integration and infinite customisability within Notion. You can connect it to other databases, build custom dashboards, and tailor every field to match your organisation’s specific workflow. As a highly-rated template from a trusted creator, it provides a reliable and sophisticated foundation at no cost.
However, its reliance on the Notion platform is also its main limitation. This solution is only practical for teams already using or willing to adopt Notion. Sharing reports with stakeholders outside the ecosystem requires a manual export to PDF or CSV, losing the interactive benefits. Despite this, it is an unparalleled option for teams looking to manage expenses within their existing all-in-one workspace.
- Access: Notion Expense Tracker by Easlo
10. Etsy (Digital Expense Report/Tracker Templates Marketplace)
Etsy is a vast creative marketplace better known for handmade goods, but it is also a treasure trove of digital templates created by independent designers. It stands out by offering an almost endless variety of aesthetically pleasing and functionally unique expenses report template downloads. For solo entrepreneurs, freelancers, or small businesses wanting a visually appealing or highly specific printable tracker without a recurring subscription, Etsy provides a low-cost, instant solution.
The platform features thousands of instant digital downloads compatible with Excel, Google Sheets, Canva, and printable PDF formats. Many templates are part of comprehensive small business finance bundles, which can include budget planners, mileage logs, and invoice templates. This makes it an excellent one-stop shop for organising multiple facets of business finances with a consistent design language. You can find everything from minimalist travel expense forms to vibrant, detailed business expense trackers.
Core Strengths & Limitations
The primary advantage of Etsy is the sheer variety and affordability, with most high-quality templates costing less than $10. This allows for experimentation with different formats to find the perfect fit. The unique, designer-made layouts can also make the mundane task of expense tracking more engaging for sales representatives who appreciate good design.
However, the quality and functionality can vary significantly between individual sellers, making it crucial to read reviews and check item descriptions carefully before purchasing. Furthermore, support is limited to the individual creator, who may not offer the same level of assistance as a dedicated software company. These templates lack automation and are best suited for manual, print-based, or simple digital tracking needs.
- Access: Etsy Expense Report Templates
11. Amazon.ca (Printed Expense/Mileage Log Books)
For teams that prefer a tangible, low-tech solution or operate in areas with unreliable connectivity, Amazon.ca offers a wide selection of physical expense and mileage logbooks. This option shifts away from a digital expenses report template towards a traditional, manual method that can be incredibly effective for on-the-go tracking. It stands out for its simplicity and accessibility, providing a straightforward way for field reps to record expenditures as they happen, without needing a device or software.
The platform features numerous options tailored for Canadian users, including bilingual (English/French) editions and logbooks with columns for GST/HST, which simplifies tax-related calculations. These books are often compact, designed to fit in a glove compartment or laptop bag, making them ideal for sales reps who spend most of their time on the road. With Amazon Prime, these essential supplies can be delivered quickly, ensuring your team is never without a way to log their expenses.
Core Strengths & Limitations
The primary advantage is the complete lack of technical requirements; there is no software to install or system to learn, making it instantly adoptable by anyone. These logbooks are inexpensive and reliable, serving as a durable physical record. They are a practical solution for organisations that need a simple, offline method for tracking mileage and minor cash expenses.
However, the main limitation is the manual nature of the process. All data must be manually totalled and later digitized for entry into accounting software, which is time-consuming and prone to human error. There is no automation, real-time visibility for managers, or integration with other business systems. For teams requiring digital analytics or streamlined approval workflows, this method will serve as a starting point, not a complete solution.
- Access: Amazon.ca Expense Log Books
12. Staples Canada (Printed Expense/Mileage Forms)
For Canadian businesses that prefer a tangible, paper-based approach to expense tracking, Staples Canada offers a traditional yet reliable solution. Instead of a digital expenses report template, Staples provides physical mileage and expense logbooks. This option is ideal for field reps who need a straightforward, offline method to record expenses immediately or for companies that still operate with manual, paper-based accounting systems.
The primary offering is the bilingual (English/French) Blueline Mileage Log and Expense Book, perfectly suited for the Canadian market. Its pocket-sized format makes it convenient for reps to keep in a vehicle, ensuring that details like kilometres driven, fuel costs, and meal expenses are logged on the spot. Local availability, with options for in-store pickup or delivery, means teams can quickly and easily get the supplies they need without delay.
Core Strengths & Limitations
The main strength of this option is its simplicity and accessibility within Canada. There is no software to learn, and the physical format removes any dependency on internet access or device battery life. It serves as a dependable backup or primary system for businesses not yet ready for a full digital transition.
However, the limitations are significant in a modern context. Being entirely manual, these logbooks require manual data entry into accounting software, lack any automation, and are prone to calculation errors or loss. There are no digital workflows for approvals or real-time visibility for managers. While effective for basic record-keeping, this method lacks the efficiency and analytical power of digital expense reporting solutions.
- Access: Staples Canada Blueline Mileage Log and Expense Book
Expense Report Template Comparison
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