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Expense report

List the business costs you paid yourself, with dates and amounts, and ask to be repaid.

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Expense report

Company: Brightwater Analytics
Claimant: Daniel Costa
Team: Customer Success
Period: 3 to 7 November 2026
Purpose: Client workshop in Lisbon

Expenses

Date What Category Amount
3 November 2026 Flight Dublin to Lisbon Travel 186.40
3 November 2026 Taxi from the airport Travel 24.00
Total claimed 210.40

Advance already received: 300.00

Notes: The hotel receipt is in Portuguese. The dinner was approved by Head of Sales by email.

Declaration

I confirm that these costs were paid by me for the business purpose above, that the amounts are correct, that I have attached a receipt for each item, and that I have not claimed them before.

Claimant's signature: ______________
Date: ______________

Approval

☐ Approved in full
☐ Approved in part, amount approved: ______________
☐ Not approved, reason: ______________

Approved by (name and role): ______________
Signature: ______________
Date: ______________

Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are.

Finance and accounting

What this template is for

An expense report to claim back business costs: the claimant, the period, expenses with category and amount, a total that adds itself up, advances and approval.

It is free to fill in online, needs no account, and downloads as a Word document or a PDF. See all Finance and accounting templates

Finance and accounting

What you fill in

The form asks for 9 details. The document fills itself in as you type.

  • Company

    For example: Brightwater Analytics

  • Name of the person claiming

    For example: Daniel Costa

  • Team or department (optional)optional

    For example: Customer Success

  • Period of the expenses

    For example: 3 to 7 November 2026

  • Purpose of the spending

    For example: Client workshop in Lisbon

  • Currencyoptional

    Pick one and every amount is written as money in it. Leave it empty to show plain numbers.

  • Expenses

    One line for each cost. The total is worked out for you.

  • Advance already received (optional)optional

    Money the company gave you before the trip, to be taken off.

    For example: 300.00

  • Notes (optional)optional

    For example: The hotel receipt is in Portuguese. The dinner was approved by Head of Sales by email.

Finance and accounting

What is inside

The parts of this document, in order.

  1. 1Expenses
  2. 2Declaration
  3. 3Approval

Templates

How it works

  1. 01

    Fill in

    Type your details in the form. The document fills itself in as you type; click any gap to jump to its field.

  2. 02

    Check

    Read it through. Gaps you have not filled stay marked, so nothing goes out half done.

  3. 03

    Download

    Save it as a Word document to edit further, or as a PDF to send or print.

Make it yours with AI

Open it in the chat and ask for changes: shorter, firmer, another situation, another language.

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Finance and accounting

Questions people ask

What details does this template ask for?

The form asks for 9 details, starting with Company, Name of the person claiming, Period of the expenses, Purpose of the spending, Expenses. 4 more are optional.

Can I download this template as Word or PDF?

Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account.

Is what I type sent anywhere?

No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat.

What should I check before I use this template?

Attach a receipt for every item. Tax rules decide which costs can be repaid without tax and which records must be kept, and they differ by country. The total is worked out from the amounts you enter; check it against your receipts before you send the report.

Are these finance templates free?

Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price.

Do these templates include tax rules?

No. Tax and invoicing rules differ by country. Each template has fields for amounts and references, and you add the tax details your local rules require.

Can I use them with my accounting software?

Yes. They are plain documents. Download the Word version, or copy the figures into your software.

Templates

See all Finance and accounting templates

Templates

More kinds of documents

Every category has its own page, so you can see all of its templates at once.

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