Free Accounting Tool

Expense Report Generator

Add expense line items by date and category, include personal-vehicle mileage at the 2026 IRS rate, and print a clean reimbursement-ready report.

mi

Reimbursed at the 2026 IRS rate of $0.725/mi

$

Subtracted from reimbursement amount owed

Expenses

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Expense Report

Acme Co.

Client trip — Denver

Period

2026-04-14 → 2026-04-18

Submitted by

Jane Doe

Sales · ID E-1042

Approver

M. Rivera

DateCategoryVendorDescriptionAmount
2026-04-15AirfareDeltaRound trip ABQ–DEN$328.40
2026-04-15LodgingMarriott2 nights, client visit$412.00
2026-04-16MealsSnooze A.M. EateryBreakfast with client$54.20
2026-04-16Ground transportUberHotel → client office$24.50
2026-04-18MileagePersonal vehicle120 mi × $0.725/mi$87.00
Subtotal$906.10
Less advance / company card($0.00)
Reimbursement owed$906.10

Employee signature / date

Manager approval / date

Frequently asked questions

What goes on a business expense report?

Date, category, vendor/payee, business purpose, and amount for each receipt — plus identifying info for the employee, the period covered, and the approver. The IRS expects "adequate records" for any business expense over $75 and for all lodging.

How are mileage expenses reimbursed?

Most U.S. employers use the IRS standard mileage rate, which is 72.5¢ per mile for 2026 business use. Reimbursements at or below this rate under an "accountable plan" are tax-free to the employee. This template applies the 2026 rate automatically.

What is an accountable plan?

An IRS framework where reimbursements are tax-free if (a) the expense has a business connection, (b) the employee substantiates it within a reasonable time, and (c) excess advances are returned. Most well-run expense policies follow these rules implicitly.

Are meals always 50% deductible to the company?

Generally yes for business meals with clients or while traveling, with full documentation. The 100% restaurant-meals deduction in 2021–2022 has expired. Some entertainment expenses are 0% deductible to the company even when fully reimbursed to the employee.

Do I need to attach receipts?

Most companies require receipts for any expense over $25 or $75 (varies by policy). The IRS requires them for all lodging and for any meal/incidental over $75. Attach them to the printed report or upload to your expense system.

How do I save this as a PDF?

Click "Print / Save as PDF" and pick "Save as PDF" in your browser print dialog. The form, navigation, and FAQ are hidden in print, leaving only the expense report itself.

Sources