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.
Reimbursed at the 2026 IRS rate of $0.725/mi for this period (72.5¢ before July 1, 76¢ after)
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
| Date | Category | Vendor | Description | Amount |
|---|---|---|---|---|
| 2026-04-15 | Airfare | Delta | Round trip ABQ–DEN | $328.40 |
| 2026-04-15 | Lodging | Marriott | 2 nights, client visit | $412.00 |
| 2026-04-16 | Meals | Snooze A.M. Eatery | Breakfast with client | $54.20 |
| 2026-04-16 | Ground transport | Uber | Hotel → client office | $24.50 |
| 2026-04-18 | Mileage | Personal vehicle | 120 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
Receipts that include sales tax
Most receipts show one total with tax included. If your employer or bookkeeper needs the tax broken out, use the reverse sales tax calculator. For mileage beyond a single report, the mileage reimbursement calculator handles both 2026 IRS rates.
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 for 2026 business use is 72.5¢ per mile through June 30 and 76¢ per mile from July 1. Reimbursements at or below this rate under an "accountable plan" are tax-free to the employee. This template picks the 2026 rate from the period end date.
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
- IRS 2026 standard mileage rate announcement
2026 business mileage reimbursement rate used by this template.
- IRS Publication 463, Travel, Gift, and Car Expenses
Business travel substantiation, reimbursements, and accountable plan background.
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