Expense Report Generator
Document reimbursable business expenses with itemized line items, receipt references, and totals. Add your logo and export a polished PDF — free, no signup.
Track time and expenses together
Pair this with the Timesheet Generator when billing a client for both hours and out-of-pocket costs. If you're self-employed, see how deductible expenses affect your self-employment tax, and check the Mileage Deduction Calculator and Home Office Deduction Calculator for vehicle and home-office costs specifically.
Frequently asked questions
What should a business expense report include?
An expense report should include an itemized list of each expense (description, date, quantity, and amount), the business purpose of the trip or activity, the expense category, and any receipt or reference numbers. Keeping this level of detail makes reimbursement faster and supports your recordkeeping if the expenses are ever reviewed.
What records should I keep for business expenses?
Keep the receipts and document the business purpose of each expense. See IRS Publication 463 for recordkeeping on travel, gift, and car expenses, and IRS Publication 583 for general business recordkeeping requirements.
Are reimbursed employee expenses taxable?
Reimbursements made under an "accountable plan" — where the employee substantiates expenses with receipts and returns any excess advance — are generally not taxable income to the employee and are not subject to payroll tax. Reimbursements without proper substantiation can be treated as taxable wages instead.
Related Calculators
Timesheet Generator
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15.3% on 92.35% net, 6.2% SS to wage base, deductible half
IRS Mileage Rate & Deduction Calculator
Split 2026 rates (Jan–Jun vs Jul 1 on), full rate history, standard vs actual
Home Office Deduction
$5/sqft simplified method ($1,500 max) vs regular method