Free Google Docs Expense Report Templates | Smartsheet (2024)

The best way to create expense reports in Google Docs format is to use existing expense report templates. Open the blank expense report, then add the name, date, and expense total in their fields. The template auto-calculates the total amounts.

Use the following step-by-step instructions for how to track your business expanse in a simple Google Docs expense report template.

1. Make a Copy of the Google Docs Simple Expense Tracker Template

Click the Google Docs Simple Expense Tracker template to open it. Click the File menu, then Make a Copy. Rename the Google Docs template with a unique title (e.g., “Miami Sales Convention Expense Report - 202x”) and designate a folder to save the template. Click the Make a Copy button.

2. Enter the Reporting Details

Click the cell under the Starting Date column, and enter the start date for your business expenses. Click the cell to the right, and enter an end date. In the Purpose column, add any necessary details.

3. Enter the Submittable Information

In the Submitted By section, add a name, title, department, phone, and employee ID number in the corresponding cells. In the Submitted To section, add a manager name, title, and the phone number of the person you submit the expense report to in the corresponding cells.

4. Enter the Expense Details

In the Expense Details section, add the date you incurred the expense and a description, and enter the cost of the expense in the cell of the corresponding category. For example, enter the cost of a hotel in the Lodging column.

5. Add the Columns of Each Category

1. After entering the expenses for each category, add each column and enter the total in the corresponding cell at the bottom of the Expense Details section.

1. Once all totals are entered, add a subtotal, enter the amount of any advances, and subtract it to get the total. Enter the final total due in the Total Travel Expenses Reimbursem*nt column.

6. Print the Google Doc Expense Sheet, Attach Receipts, and Sign It

1. Attach all receipts related to your business expenses. At the bottom of the template, add your name, signature, and date.
2. Submit your expense report to your manager or finance department to authorize your expenses and to reimburse you.
3. Attach all receipts related to your business expenses.
4. At the bottom of the template, provide the following details related to your request for reimbursem*nt:
   • Name
   • Signature
   • Date
5. Submit your expense report to your manager or finance department to authorize your expenses and to reimburse you.
6. The individual authorizing your expense report should use the Authorized By section fields to authorize your business-expenses reimbursem*nt.