Templates / Office & administration
Free original template · EnglishExpense & receipt log template
Keep everyday business spending and receipt references in one place. The log is useful for organizing records before you review them with a bookkeeper.
When this template is useful
Use this log to keep spending entries connected to their receipts. Record the amount, purpose and evidence reference while the purchase is still easy to identify. Keep one currency within a totalled record and separate a confirmed receipt from a missing one. This prepares information for a later review; it does not decide whether an expense is deductible.
- Choose one currency for each sheet and write it at the top.
- Keep the original receipt; a reference number here helps you find it again.
- An entry does not establish whether an expense is tax deductible.
Before starting, decide who will use the record and which period or piece of work it covers. That keeps the entries focused when you return to it or share it with someone else.
What to fill in
Begin with the identifying details below. The examples show the level of detail to include; replace them with information that applies to your own task.
| Field | Example entry · fictional |
|---|---|
| Period | 2026-11-01 to 2026-11-30 |
| Business / project | Guide refresh |
| Currency | USD |
| Prepared by | Alex Morgan |
Detailed record
Use one row for each entry, keeping the same date, unit and naming conventions throughout. The columns are: Date · Description · Category · Amount · Receipt ref..
Missing evidence / reimbursement / review
Use the separate writing spaces to develop each part of the record. The prompts are: Missing evidence / reimbursement / review.
See a completed example
All names, activities and amounts below are fictional. The downloadable copy keeps the example separate from your blank writing pages.
Detailed record
| Date | Description | Category | Amount | Receipt ref. |
|---|---|---|---|---|
| 2026-11-02 | Printer paper | Supplies | 18.50 | R001 |
| 2026-11-03 | Train to client | Travel | 12.00 | R002 |
Missing evidence / reimbursement / review
Missing evidence / reimbursement / review
Add the original receipt for E-002 by 7 Nov. Match the paid amount to the evidence, then record the reviewer and date. Check reimbursement eligibility against the company policy.
Choose the right download
| Format | Best for | Before sharing |
|---|---|---|
| Printing on US Letter and writing by hand. This is a printable document, not an interactive PDF form. | Print the blank form and any needed continuation; leave out the example and guide. | |
| Excel XLSX | Typing into a spreadsheet. Blank, continuation and example sheets are separate. | Check the print preview and any supplied formula ranges before sharing. |
| Editable HTML | Typing into the downloaded file in a modern browser; no account required. | Use Save edited copy before closing. Print / Save PDF uses your browser's print dialog. |
HTML entries are not uploaded to this site. Save the edited file somewhere you can find it, because closing or refreshing before saving can lose changes. PDF and HTML editions do not calculate totals.
Spreadsheet calculations
Numeric Amount entries are totalled across the main and continuation sheets. Use one currency throughout.
Where supplied, formula cells are marked separately from input cells. If you add rows or change the structure, check that the formulas still cover the records you intend to include.
Questions before you start
What if I need more space for expense & receipt log?
Use the continuation included with the download. Add the main document reference and sheet number so the extra entries remain connected to the original record. Keep the same date and unit conventions.
Should I include the filled example when sharing?
No. Share your completed blank form and the continuation pages you actually used. Keep the fictional example and guidance for your own reference.
Is this an official or jurisdiction-specific form?
This is a general-purpose organizer. If an employer, authority or receiving organization specifies a form, use its current requirements. This download does not establish legal, tax or professional compliance.