# Expense Report Template, Free to Fill Source: https://nerix.ai/templates/expense-report List the business costs you paid yourself, with dates and amounts, and ask to be repaid. Before you send it 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. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/expense-report) ### 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](https://nerix.ai/templates/finance-accounting) 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 - ### Currency optional 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 Expenses - 2 Declaration - 3 Approval Templates ## How it works - 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. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 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. [Adapt it with nerix](https://nerix.ai/try?template=expense-report) ### Was this template helpful? 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 ## More in Finance and accounting - [Account reconciliation sign-off Show that a ledger balance matches the bank or statement, with the differences explained and signed off. Finance and accounting](https://nerix.ai/templates/account-reconciliation-sign-off) - [Bad debt write-off memo Record and approve writing off a debt that cannot be collected, with the steps already tried. Finance and accounting](https://nerix.ai/templates/bad-debt-write-off-memo) - [New Balance sheet Show what a business owns and owes on one date, with totals and a check that both sides match. Finance and accounting](https://nerix.ai/templates/balance-sheet) - [Budget Plan income and costs for a period in tables that add up by themselves, with risks and approval. Finance and accounting](https://nerix.ai/templates/budget) - [Budget variance report Compare budget with actual results, explain the gaps and say what you will do about them. Finance and accounting](https://nerix.ai/templates/budget-variance-report) - [Capital expenditure request Ask for approval to spend on a major asset: need, options, cost, payback and risks. Finance and accounting](https://nerix.ai/templates/capital-expenditure-request) [See all Finance and accounting templates](https://nerix.ai/templates/finance-accounting) Templates ## More kinds of documents Every category has its own page, so you can see all of its templates at once. ## Use it in nerix ### Use it in nerix - [Templates](https://nerix.ai/product/templates) - [Money](https://nerix.ai/product/money) - [The Sheet](https://nerix.ai/product/sheet) ### Learn more - [How to Make a Document From a Template](https://nerix.ai/help/make-a-document-from-a-template) - [Finance and accounting](https://nerix.ai/templates/finance-accounting) ## Keep reading - Teamwork expenses [Teamwork](https://nerix.ai/blog/category/teamwork) November 1, 2026 5 min read ### [Expense tracking for small teams](https://nerix.ai/blog/expense-tracking-for-small-teams) Expense tracking for small teams made simple: write a short policy, capture receipts at once, approve claims quickly and choose a tool that fits your size. Read the guide