How to use it
- Download the .docx and replace the bracketed text.
- One row per expense. Use the category column consistently so the report is easy to approve.
- Mark the receipt column Y or N; attach the receipts for anything over $75 and for all lodging.
- Add the amounts and type the total to reimburse.
- Print or save as PDF, get the approval signature and attach the receipts.
Categories
Travel, Meals, Materials, Software and Other is enough for most freelance work. If the client uses cost codes, use their categories. The point is to let someone approve the report quickly, not to invent labels.
The report vs the invoice
If the client reimburses you directly, this report with receipts is the cleaner document. If the cost is part of what you are billing, put it on the invoice as its own line and attach the receipts. Do not do both for the same cost. The expense report guide has the detail.
Word vs Excel
Use Word for a printed report with signatures. Use the Excel expense report if you want category subtotals to calculate automatically.