See the references below for more details about record keeping requirements. Important: When you pay for business meals or business entertainment, such as meetings with potential clients, you must keep records of the location, business purpose, business relationship, and the amount of each expense. This form also lets you report expenses paid using the company card. Use a separate mileage tracking log if you typically visit many clients and locations in a single day and need to record the business purpose and notes about the visits.

Monthly or Weekly Tracking: View total costs and expenditures by week, month, or year.If you are in sales or another job that involves frequent driving and meetings with clients, you can use this form for reporting miles driven and reimbursable expenses.

Authorized By: Enter the name of the authorizing employee for any expenses incurred.

Purpose of Expense: Beyond categorizing expenses, it can also be helpful to track the purpose of each expenditure.

Expense Category: Organize your costs into typical categories, such as rent, taxes, utilities, legal, marketing, payroll, and inventory.

Description: Add descriptions of costs and expenses for more detailed accounting.

Date: Enter the date of the expenditure.

Manager: Enter the name of the manager responsible for the employee incurring expenses.

Enter department details to assign expenses correctly.

Department: Many businesses have separate budgets for each department.

Statement: Organize expense reports with a statement number to allow for easy cross-referencing and document retrieval.

Employee ID: Use employee identification numbers as an alternate way to track expenses.

Name: Track expenses by employee or group name.

Track costs and expenses on a weekly, monthly, or yearly basis, in as much detail as is required for your business.Ī small business expense tracking template typically includes the following features, many of which you can customize: Customize the categories in the templates on this page to fine-tune your tracking to meet your exact financial needs. It’s critical for small business owners to accurately track expenses, and using a template can simplify the process. A template can help you track all expenses for clear, organized accounting. You can add cost, administrative expenses, vendor payments, reimbursable employee costs, and more.

Getting started with the Smartsheet APIĪ small business expense report template is a tool to track daily or weekly expenses.

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Free tax expense report template