How to set up an expense form in microsoft word

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Whether for business trips or taxes, you might need to fill out an expense form at some point. If you don’t happen to have a company or a consultant that provides a template for you, you can create one using a template provided by Word.

Setting Up an Expense Form

Filing an expense report is a necessary part of any business trip. While each company might have its own rules to follow in terms of reimbursement, the general structure of the form (and the items in it) will remain pretty consistent no matter where you are.

If you are filling out an expense form for your company, find out first whether they have guidelines you should follow or a template you should use.

If you need to create your own expense form, Word provides a pretty nice template to get you started. While it might not exactly meet your requirements, it’s a good place to start.

First, open up Word. At the left side of the splash box, click “New.”

Search “expense” in the search bar.

Press “Enter” to show the available template and then click the result.

A new window will appear, giving you the template name and description along with a preview of the template. Click “Create.”

Your new expense form template will appear. Take a look at it and edit the necessary parts. Make sure the colors and the typography match your company’s visual guidelines.

Once you’ve made the appropriate edits, you can save the template until you’re ready to track your expenses. It’s probably a good idea to record everything as you go instead of waiting until the trip is over and doing it all at once, as it’s easy to forget something you may have purchased several days prior.

Here are the most common expense items people usually track:

• Hotel
• Transportation (This includes airfare, public transportation, and rental fees and sometimes mileage)
• Fuel
• Meals
• Phone (Many companies require that you purchase a SIM for local communication while others might be fine with paying roaming charges)
• Entertainment (This falls into the “reasonable reimbursement” category. It’s probably a good idea to get pre-approval before taking your clients out for a good time. If you don’t, then make sure you don’t go overboard as it might present problems with your company.)
• Miscellaneous

As a rule of good practice, it’s always best to get pre-approval on expenses before traveling to avoid any conflict on reimbursement after you’ve already spent the money. Also, be mindful of the company’s spending limit based on different locations. Most companies will provide increased spending limits if you’re traveling to someplace where things are more expensive.

Make sure you keep up with all of your receipts, document all of your expenses, fill out the expense report, and you’ll be good to go!

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Whether you track expenses for tax purposes or to help manage travel costs, let Microsoft Word do the heavy setup work for you. Rely on one of Word’s expense account templates to give you a jumping off point for creating the form. The benefit of setting up an expense form in Word is that you can transform it into a template, meaning you can reuse it over and over, as well as distribute it to any other employees who may need to account for their expenses.

Step 1

Open Microsoft Word. Click the “File” tab, then click “New.”

Step 2

Type “expense” into the search bar on the “Available Templates” screen, then click the small arrow button.

Step 3

Scroll through the different expense account templates. While one may not completely match your business purposes, use it as a starting point. You’ll be able to customize any template to your requirements.

Step 4

Double-click a template. After a few moments, the template opens in a new Word window.

Step 5

Review the placeholder text and design of the template, getting a feel for what you need to change and what information you need to input.

Step 6

Highlight a section of placeholder text on the template, which may say “Name” or “Company.” Type over it with to include information appropriate to the form you are setting up. Repeat this to replace any other placeholder contact information or business-related details on the form.

Step 7

Review and replace any of the terminology on the expense form to customize it to your preferences. For example, if the template shows “Per Day” and your style guide requires “Per Diem,” replace those words.

Step 8

Click the “Insert” tab, then click the “Picture” button below the tab. Navigate to where you have a digital copy of your corporate logo stored and double-click it. Drag the logo into place on the account form, such as a blank area, to brand the expense form as custom to your business.

Step 9

Click the “File” tab and select “Save As.” Type a name for the form, then click the “Save as type” menu and choose “Word Template.” Choose where to save the form and click the “Save” button.

Step 10

Close the form until you’re ready to fill it out. Re-open the form and enter the actual expense information after a business trip or client visit. Populate any fields on the form with the information.

Step 11

Click the “File” tab and select “Save As.” Type a new name for the file, to protect the template, and choose “Word Document” from the “Save as type” menu. Click the “Save” button to save this new version of the form.

A new small business may not have many expenses to track. But as you grow, your expenses will multiply. You’ll need to track how much you’re spending via an expense report form.

An expense report will also make sure you’re prepared come tax time. Many expenses can be deducted from the total amount owed, according to The Balance.

Creating your own expense report doesn’t need to be daunting. Follow the steps below to learn how to make your own expense report quickly and easily.

Not sure what an expense report is? This article includes a straightforward definition and discusses why expense reports are important for small businesses.

In this article, we’ll cover:

1. Choose a Template (or Software)

To make an expense report, you should use either a template or expense-tracking software. Making an expense report from scratch can be time consuming.

To create an expense report in Excel, PDF, Word or other popular programs, you need to download a template. Here are some options:

• Microsoft Office has a variety of free downloadable expense report template for Excel
• Template.net has free downloadable expense report templates for many formats
• Template.net also has a monthly expense report template
• Vertex42 has an expense tracker template that can be used in Google Sheets or downloaded for use in Excel or OpenOffice
• We also offer an expense report template for free.

Customize the template with your company name, the date range you’re reporting on and your name.

To save time as your business (and number of expenses) grows, you’ll want to upgrade to expense-tracking software. Link your business bank account so that expenses are added as you go. Or use the corresponding app to photograph paper receipts as you get them.

Here is expense report sample generated with FreshBooks:

2. Edit the Columns

FreshBooks’ expense reports has standard columns you can use to adapt your expense report template, if needed. The columns are:

• Date: when the item was bought
• Vendor: where the item was bought
• Client: what client the item was bought for
• Project: what project the item was bought for
• Account: to indicate a client or project
• Author: who bought the item
• Notes: notes to explain the expense
• Amount: cost of the expense

Your columns should reflect common expenses in your business. If you regularly take out clients for coffee or dinner, you need a “travel and meals” column. If you drive a vehicle for business purposes, you need a “car and truck expenses” column, according to The Balance.

Expense reports can separate out expenses by tax category, like rent. This is because the IRS allows businesses to claim some expenses as deductions and asks them to break out the totals by category (this article has more information).

These categories include:

• Advertising
• Car and truck expenses
• Employee benefit programs
• Insurance
• Interest
• Mortgage
• Office expenses
• Pensions and profit-sharing plans
• Rent or lease
• Repairs and maintenance
• Taxes and licenses
• Travel and meals
• Utilities
• Wages

3. Add Itemized Expenses

Add each expense on a new line, being sure to fill out as much information as possible. Be sure to indicate what client and project the expense is for to ensure accurate tracking.

Enter your expenses in chronological order so the most recent expense is at the end. Add the amount of each expense, tax included.

4. Add up the Total

Each category has a subtotal on an expense report and then a grand total of all expenses. You can add this feature to your expense report template, if you like, so you can better see how you’re spending in each category.

Then find the total. Account for any previous over or under payments, if you’re reimbursing an employee.

5. Attach Receipts, If Necessary

Employees submitting expense reports for reimbursement will absolutely need to attach receipts to justify their claims. If printing the expense report, tape the receipts onto a piece of printer paper and photocopy them so you can keep the originals.

If submitting the expense report electronically, scan the receipts and attach them as files. Only then can an employee be reimbursed.

Even if you’re a business owner generating an expense report to track spending, you’ll need to keep your corresponding receipts or invoices. If you’re deducting your expenses on your taxes you need a backup in case you get audited, according to The Balance.

6. Print or Send the Report

Now your expense report is ready. First, double check your work, especially the figures and the total.

Expense-tracking software can export your report to Excel so you can print or share it more easily.

People also ask:

What Is on an Expense Report?

An expense report is typically a spreadsheet. The following items can typically be found on an expenses spreadsheet:

• The name of the company
• Your name
• Date range or time period
• Columns such as date, description or explanation, code, category columns such as “fuel or mileage”
• A list of expenses
• Subtotal
• Total
• An area for the manager to sign off on the expenses

How Do You Create an Expense Sheet?

An expense sheet is the same as an expense report. To create an expense sheet, follow the steps above.

In short, the steps to create an expense sheet are:

• Choose a template or expense-tracking software
• Edit the columns and categories (such as rent or mileage) as needed
• Add itemized expenses with costs
• Add up the total
• Attach or save your corresponding receipts
• Print or email the report

How Do I Manage My Expenses in Excel?

Creating an expense report spreadsheet in Excel is a simple way to manage your expenses.

You have a couple of options. You can download an Excel expense report template. Microsoft Office has a great template for Excel. It has typical business and travel expense categories and automatically calculates the total for you.

1. Open a new Excel spreadsheet
2. Write the name of your company, time period being tracked and your name in the upper left hand fields
3. Leave one row black. Make columns to categorize your expense information. Standard columns, from left to right, include Expense, Type, Date and Amount.
4. Itemize your expenses, from the least recent to most recent
5. Add up all the expenses and include the amount at the bottom. Write “Total” beside it.
6. Print out or email the expense report

You can translate the BI Publisher expense report template from the default English language into another language.

These are the high-level steps:

Download the default Expense Report template.

Translate the template into a different language.

Upload the translated template.

Update the system options to use the translated template.

Before You Start

You need to download and install the Template Builder for Word, which is a BI Publisher add-on for Microsoft Word. Here’s how you download and install the Template Builder for Word:

Sign into the Oracle Business Intelligence Publisher server with the BI Administrator Role.

In the Get Started section of the Oracle Business Intelligence home page, click the Download BI Publisher Desktop Tools link and select Template Builder For Word .

Select and install the version of Oracle BI Publisher Desktop.

Downloading the Expense Report Template

To download the Expense Report template, complete these steps:

Sign into the Oracle BI Publisher server with the BI Administrator role.

Select the Catalog menu.

In the Folders pane, expand Shared Folders > Financials .

Select the row for the Printable Expense Report Template .

In the Tasks section, click the Download link and save the FinExmReports.xdoz file to your computer.

Rename the downloaded FinExmReports.xdoz to change the extension from .xdoz to .zip .

Extract the contents of the FinExmReports.zip file.

From the extracted folder, copy the default template file, FinExmExpenseTemplate_en.rtf , to make a backup.

Translating the Template into a Different Language

To translate the default Expense Report template from English into a different language, follow these steps:

Rename the template file, FinExmExpenseTemplate_en.rtf, to use the two-letter code of the language into which you want to translate. For example, if you want to translate the English template into Spanish, you rename the template layout file to FinExmExpenseTemplate_es.rtf.

In Word, open the renamed layout file.

Open the BI Publisher tab and select Tools > Translation > Localize Template .

In the open dialog box, browse to the extracted FinExmReports folder.

Select the XLF file of the language into which you want to translate. For example, if you want to translate into Spanish, select the FinExmExpenseTemplate_es.xlf file.

Click Open . The layout file starts converting to the selected language.

After the translation is complete, save the translated Expense Report template layout file.

Uploading the Translated Expense Report Template

After you get the translated Expense Report template layout file, you need to upload it to BI Publisher. Here are the steps to upload the translated Expense Report template:

Sign into the Oracle BI Publisher server with the BI Administrator role.

Select the Catalog menu.

In the Folders pane, select Shared Folders > Custom > Financials .

Create an Expenses folder and select it.

Click the New icon and then click Report .

Close the Create Report dialog box.

In the Upload or Generate Layout section, click Upload .

In the Upload Template File dialog box, enter a layout name.

Browse and select the translated template file for the Template File field.

Select RTF Template as the type.

Select the translated language as the locale.

Click Upload . After the template file is uploaded, the layout you created is listed.

Click the Properties link for your layout.

Verify if the language to which you translated the template is set as default. Click Return .

Click the View a List link.

Ensure that only PDF is selected as the output format. Click Save As .

In the Save As dialog box, enter a name and description.

Sign out from Oracle BI Publisher.

Setting the System Options

After uploading the translated Expense Report template, you need to modify the system options to use the translated Expense Report template. To modify the system options, follow these steps:

Log in as application implementation consultant.

In the Setup and Maintenance work area, select:

Functional Area: Expenses

Task: Manage Expenses System Options

On the Manage Expenses System Options page, select the BI template you uploaded in the Printable Expense Report Format list.

Click Save and Close .

Users can now print the Expense Report in the translated language.

With Custody X Change, you can quickly and easily print a report of your child-related expenses. It might serve as a log for your personal records, as evidence in court, or as an invoice to show the other parent how much they owe you.

Find details on how to view, share and edit your report below.

View your expense report

Click the expenses tab. (On a phone screen, you may need to click “more” first.)

Use the boxes at the top left of the page to choose the date range to reflect in your report: this calendar month, last calendar month, data for all dates or for custom dates.

Click the “print preview” button in the top right corner. (On a phone screen, you’ll just see a printer icon.)

You’ll be taken to a view of your expense report.

Share your expense report

From the report preview you navigated to in the steps above, you can print your report or save it for use beyond the Custody X Change app.

To print, click the green “print” button and select the appropriate settings for your printer.

To save as a Word document, click the first green button. A download will automatically begin, which you can open with a text editing program.

To save as a PDF, click the “save as PDF” button, and a download will begin automatically. A PDF file looks the same on any screen, making the format great for sharing your report electronically.

Edit your expense report

If you see things you’d like to change in your report preview, hit “back” to return to the main page of your expense tracker. From there, you can add, edit or reject an entry. Or you can choose a different date range to include in the report.

You can also make changes to the report within a text editing program like Microsoft Word once you save the report as a Word document (covered above).

In this article, you will find:

• Page 1
• Page 2
• Page 3
• Page 4

Page 1

Creating an Income and Expense Tracking Document

Even if you use software such as Quicken by Intuit or Microsoft Money, you might find it helpful to keep a separate income and expense tracking document. You can run reports in your money management program that show you how you’re doing with your financial goals, but the act of hand-writing or keying in the figures in a separate document can help you see the big picture more easily. I use QuickBooks (the business version of Quicken) to record all my transactions and balance all of my accounts electronically, but I also use another spreadsheet to list all of the data I want to see together, not all of which has a place in QuickBooks where it can be entered. I’ve tried to create just the right custom report in QuickBooks to eliminate the need for this spreadsheet, but so far nothing has worked as well as my trusty Excel document.

You can create your spreadsheet by hand on graph paper, in a ledger book purchased from an office supply store, or on the computer using a database program such as Microsoft Excel or Access (or even a word-processing program that allows you to create tables, such as Microsoft Word). A database program has the capability to perform calculations for you – a time-saving advantage if you know the program well enough to set the formulas.

You’ll need list

• Either paper and a pen or pencil (for a hand-drawn spreadsheet) or software (Excel, another database program, or a word-processing program) for a computer-based spreadsheet.
• The receipts you collected in the previous section.

Laying the Foundation
There are a few components your spreadsheet will need to have, no matter how you create it. These are

• An Income section and an Expenses section
• Categories for subdividing expenses, and also for income if you receive payments from more than one source
• Regularly recurring time increments, whether monthly, weekly, or quarterly
• Spaces for both anticipated and actual amounts
• Spaces for total income and total expenses by time period

Below is an example of an income and expense tracking document that incorporates all these elements in a space-efficient manner. I created this one in Microsoft Excel, my first choice because I can change it at will, insert or delete lines, attach embedded notes to each field, and have the program automatically perform calculations for me. I can also make the spreadsheet as large as I want because I work on the computer, not on a printout that’s limited by the size of the paper.

Download Word template package

You can download the Word templates as a single package and install them on your computer. Read the technical requirements below before you start downloading the Word template package.

Technical requirements

You will need at least Windows XP or later and Microsoft Office Word 2003 or later for support (Microsoft no longer supports previous versions).

The Word templates are not tested on Mac computers.

The download time may take 5-15 minutes, depending on your internet connection.

How to download the Word template package

1. If you plan to install straight away – close all applications you have open (especially Microsoft Word and Outlook)
2. Click on the ‘Download’ link at the bottom of the page
3. You will then be asked what you would like to do with this file. Select ‘Save this program to disk’
4. A menu will display with your directory on it, for you to select a location to save the installation program file to
5. Select ‘Desktop’ then click ‘Save’ and the file will download onto your desktop (on some browsers, eg Chrome, you may not have a ‘Save’ option – select ‘Run’ to complete the download)
6. Click on the icon that should now be on your desktop ‘Legal Aid Templates Version 18’. This will open up the installation program, which will guide you through the process.
7. You may need to restart your computer to complete the installation.

Important: Once you have installed the forms on your computer do not move them. When you run Microsoft Word it will be looking for them in the location you chose when you ran the installation program.

Your legal aid forms menu

In Word 2007 and 2010, you will find the legal aid forms under ‘Add Ins’ in your toolbar in Microsoft Word.

In earlier versions of Word, the menu bar will display in a ribbon immediately below the file menu and toolbar display.

Having trouble downloading?

Disclaimer

Although these forms have been completed using anti-virus software, the Ministry does not warrant them to be virus-free. The Ministry will not accept any liability for any damage, loss or other consequence whatsoever arising from the receipt or use of these forms

This page was last updated: 10th August 2021

The team behind mileage-tracking app MileIQ, a company Microsoft acquired a few years ago, is out with a new application. This time, the focus isn’t on tracking miles, but rather expenses. The new app, simply called “Spend,” arrived on the App Store on Thursday, offering automatic expense tracking for work reimbursement purposes or for taxes.

Spend doesn’t appear to be a part of some grand Microsoft plan to take on expense tracking industry giants, like Expensify or SAP-owned Concur, for example. At least, not at this time.

Instead, the app is a Microsoft Garage project, the App Store clarifies.

Microsoft Garage is the company’s internal incubator when employees can test out new ideas to see if they resonate with consumers and business users.

Through the program, a number of interesting projects have gotten their start over the years, like the Cortana-based dictation tool, Dictate; mobile design creation app Sprightly; short-form email app Send; the Word Flow keyboard for smartphones; a Bing-backed alternative to Google News; and dozens more.

The new Spend app, at first glance, looks well-designed and easy to use.

Like most expense trackers, it offers features like the ability to take photos of receipts, expense categorization features, and reporting.

However, what makes Spend interesting is the app’s automated tracking and matching, and its user interface for working with your receipts.

The app begins by automatically tracking all your expenses from a linked credit card or bank account. You can then swipe on the expenses to mark them as personal or business. These expenses are automatically categorized, and you can add extra tags for added organization.

You can also add notes to purchases, split expenses, and customize expense categories, in addition to tags.

And the app can generate expense reports on a weekly, monthly or custom bases, which can be exported at spreadsheets or PDFs. There’s a web dashboard for when you’re using the app at your computer, but Spend doesn’t appear on the MileIQ main website at this time. It does, however, have a support site.

How well this all works, in practice, requires further testing.

MileIQ had been the top-grossing finance app in Apple’s App Store for the last 20 months at the time of its acquisition back in 2015. Microsoft had said then the team would work on other mobile productivity solutions going forward.

Since joining Microsoft, the team that created MileIQ has added capabilities to MileIQ, such as MileIQ for Teams, new intelligence features and a partnership with Xero. MileIQ is also now included with Microsoft 365 Business and Office 365 Business Premium plans

However, Spend is the first standalone app built by the team in that time.

The company says the new Spend app is an early version, and they plan to revise it going forward as they make improvements.

Microsoft responded to a request for comment, but didn’t provide any details about its eventual plans for Spend, like whether it will have business model or be included with Office subscriptions.

10/19/18: Updated after publication with information about Microsoft’s comments.

Smartsheet Contributor Andy Marker

Nov 28, 2016

An expense report is commonly used for recording business travel expenses such as transportation, food, lodging, and conference fees. But an expense report can also be used to document any business expense for which an employee needs to be reimbursed. For example, you can use an expense report to track mileage and gas used on the job, meetings with clients that include meals or other entertainment, or even office supplies purchased by an employee. An expense report provides an accurate record of business costs, which is important for budget planning and tax reporting. Providing receipts for all expenses listed on a report helps prevent mistakes and prepares businesses for filing taxes and completing audits. Collecting expense reports from employees on a weekly or monthly basis can safeguard against budgeting errors and helps ensure that money is being well spent.

Depending on your business needs, an expense report may be lengthy and detailed or a simple form. It will typically include an itemized list of expenses along with a description for each item. Expenses may be separated into categories, such as mileage, meals, hotel costs, or employee training. If the report is specifically for travel, it may include information about the destination and reason for travel. Any advance payment for costs should be listed and subtracted from the total cost of reimbursement. It’s also important to include a signature line for approval and contact information for the person requesting reimbursement. For accurate record-keeping, the time period in which the costs were accrued can be listed.

Expense sheets can also be useful for creating a personal budget, whether you’re tracking monthly income and household expenses, embarking on a remodeling project, or planning a wedding. A personal budget tracks your primary expenses and may reveal where you can cut costs and increase savings. To address both personal and business needs, we’ve included a variety of free expense sheet templates below, from formal expense reports to simple budgets for personal and event planning. To use these Word and Excel expense templates, click on the download button, save the file to your device, and customize or print the template as needed.

We’ve also provided expense report templates in Smartsheet, a real-time work execution platform that empowers you to more easily track, share, and manage expense reports than in Excel.

Simple Expense Report Template for Excel

Download Simple Expense Report Template

This expense report is a simple spreadsheet template for documenting the date, type, and total amount for each expense. You can customize the template by changing the column headings for categorizing expenses, or adding new columns if needed. Expenses are itemized, and the total reimbursement amount is calculated for you, minus any advance payments.

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An expense reimbursement policy is used in a business to repay employees for any out-of-pocket expenses that they have incurred on behalf of their employer. Expense reimbursement policies detail when and how employees will be repaid for company expenses, and they generally outline the proper procedure for reimbursement.

It is common to include an expense reimbursement policy as part of an employee handbook.

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Expense Reimbursement Policy – Free Template

Create your own expense reimbursement policy in minutes by using our Microsoft Word template.

Expense Reimbursement Policy Sample:

[Business Name]

In the course of your duties as an employee of [Business Name], you may be required to pay for goods/services that allow you to do your job. Any eligible expenses that you incur on behalf of [Business Name] will be reimbursed in full.

Qualifying Expenses.

[Business Name] will reimburse all part and full-time employees for all qualifying expenses, including:

• Travel for business purposes.
• Conference fees.
• Accommodations while attending meetings, conferences, etc.
• Office supplies.
• Software required for work.
• Professional certification/membership fees.

This list is by no means exhaustive. Employees should always get approval for reimbursement from their supervisors before incurring a work expense.

Non-Qualifying Expenses.

There are certain expenses that [Business Name] will not be held responsible for, including:

• Lost personal property.
• Unauthorized meals/entertainment.
• Fines incurred while operating a company vehicle.
• Unauthorized flight upgrades, accommodations, etc.
• Expenses for spouses who accompany employees on business trips.

Procedure.

In order to ensure that you are reimbursed for work-related expenses, follow these steps:

1. Always keep receipts and submit them within 30 days.
2. Affix all applicable receipts to the expense reimbursement form.
3. Submit the form to [manager/supervisor/accountant].

Easily submit, review, and approve employee expenses with our free Expense Report Template

Reimbursements Made Easy Free Excel Expense Report Template

Need a quick, simple solution for reporting your employee expenses? We at ClickTime have carefully designed this free printable Expense Report Template for Excel to save you time and effort when processing expense reports and reimbursement requests!

Expense Reimbursements Made Easy Streamline Your Expense Report Process

Our free, printable Excel Expense Report Template enables employees and managers to efficiently submit, review, and approve expense reports. Dropdown menus for payment type and expense category allow for better organization, and totals are automatically calculated so that neither you nor your manager needs to personally tabulate the reimbursement total.

Quick Reimbursement Approvals An Organized, Printable Expense Report

ClickTime’s printable Excel Expense Report Template consolidates all of your data and displays it in a visually-pleasing chart. Checkboxes and signature lines ensure that you provide all the information needed for a smooth, efficient reimbursement process.

Easier Than Excel Expense Reporting with ClickTime

ClickTime’s Expense Tracking provides the perfect balance between a swift reimbursement process and proper, detailed reporting. Upload receipts, customize expense categories, and approve reimbursements with ease.

Swift Reimbursements for Employees Easy Expense Reporting for Everyone

ClickTime’s low-cost expense software is easy for everyone. Through ClickTime’s Expense Reporting, employees can get expenses into the system faster and more easily than with typical software. And since it’s entirely web-based, there’s no more waiting to get back to the office – expenses can be entered from home, on the road, anywhere. You can even track expense reports through your mobile phone.

Approve Expense Reports Anywhere Quick and Simple Expense Approvals

Approving expense sheets is a snap. Like ClickTime’s easy Timesheet Approval Module, it’s as simple as logging in, seeing an alert, and checking a box. Once approved, expenses automatically appear on designated reports for easy reimbursement, invoicing, or cost-accounting. Companies preferring manual approval also benefit from ClickTime’s PDF-based expense reports, which are perfect for printing.

ClickTime helps eliminate the time you waste maintaining Excel templates and paper timesheets:

• Web Timesheet automatically calculates your totaled hours and autofills previously used tasks, so you can quickly fill out your timesheet.
• Automatic reminders are sent to employees with late or incomplete timesheets, so you don’t have to manually track them down.
• Easily track, report on, and approve employee expenses — to get a more complete understanding of business costs.

Start your ClickTime free trial and begin customizing your company’s timesheet right away!

Expense Report Instructions How to Use the Expense Report Template

It’s easy to submit, review, and approve reimbursements with our free Expense Report Template in Excel!

Getting Started:

1. Download the Excel Expense Report Template.
2. Open the Expense Report Template in Excel.
3. Save the file as [Expense Description] Expense Report.

Setting Up the Expense Report Template in Excel:

1. Add your company name to the top of the spreadsheet.
2. Update the employee name, expense description, department, and manager

Using the Expense Report Template in Excel:

1. For each expense, enter the date and description.
2. Use the dropdown menus to select payment type and category for each expense.
3. For each expense, enter the total cost.
4. Attach all necessary receipts to the document.
5. Submit for review and approval!

Expense Report Template Your Free Downloads

ClickTime’s Excel Expense Report Template helps your company easily submit, review, and approve expenses.

If you use Microsoft Word and Excel on a regular basis, you will want to learn about all the different shortcuts that you can use to help make your day to day job easier. Also, if you are in the process of putting together Word and Excel documents or any other documents that require signatures you may wish to consider using an electronic signature solution from Advantage to help speed things up and save you valuable time.

With this in mind, in our latest tips and tricks article we are going to provide you with a number of methods to successfully add a tick or a cross in Microsoft Word and Excel.

Please note that the methods listed below will work with Microsoft Office 365 & Microsoft Word/Excel versions 2004 to 2016.

The Copy and Paste Method

This is one of the easiest and quickest ways of getting a tick or cross onto your Word document. To do this all you have to do is highlight one of the below ticks or crosses then copy and paste it where you need it.

Highlight the type of symbol you wish to use from the choices below:

From here then simply use Ctrl+C to copy your chosen symbol and then Ctrl+V to paste it where required.

The Symbol Command Method

If you don’t fancy the option above, then you can also use the Symbol Command to get the same result. In order to use this, you will need to make sure that you have Microsoft Excel installed to be able to use this function. To do this, in the main Excel menu, go to ‘Insert’ then go to ‘Symbol’ from here, pick the ‘Font’ option and then choose ‘Wingdings’. You will see that the tick mark will be located at the bottom of the list.

Another way of accessing this is by going to the ‘Start’ menu located under the ‘Character Map’ part (within System Tools). Select the ‘Font’ option again and pick ‘Wingdings’. After you have completed this action, use your mouse to hover over the correct symbol which you will see enlarges the symbol and from here you can select a variety of versions of the tick mark. Decide which one you want then copy and paste the icon where you need it within the text.

The Tick Symbol Character Code Method

One of the last remaining ways of doing any of the above is through the use of the character code of the tick symbol. For this method, you will need to use the numerical keypad on your keyboard which will allow you to insert four different tick marks. You can do this in the following way:

Step 1: Choose the ‘Wingdings’ font.

Step 2: Now, through the use of the numerical keypad, hold down ‘Alt’ and pick one of the below numbers to enter:

Ticks

• ALT + 0252
• ALT + 0254

Crosses

• ALT + 0251
• ALT + 0253

NB: You will need to ensure that the Wingdings font has been selected in order to use the character codes above. After you have finished, you can change the font back to the original one.

Next Steps?

Are you a small and medium sized business that is putting together regular Word/Excel documentation that manually needs to be signed by clients and takes ages? Then why not speed things up with an electronic signature solution from Advantage? Get in touch with our IT experts today to find out more.

If you want to receive more Office 365 related tips and more straight into your inbox, then make sure that you sign up to our mailing list!

Published: February 25, 2019

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The godfather of the spreadsheet, Microsoft Excel is a staple of nearly every workplace and a daily tool for many accounting and finance professionals. Although accounting professionals are increasingly adopting automation tools to do their jobs, sometimes it is still necessary to use Excel to sort out your expense reports. Here are some of the best expense report templates for manual data entry:

Basic Expense Report Template

A Basic Expense Report Template is a great place to start, as it is very simple and easily customizable. It records the date, payment method, vendor, expense description, and payment amount. Finance teams can add more columns to capture other details as needed. Basic reports are especially valuable to smaller organizations and startup companies as they tend to give you only what you need and can be modified to fit your exact needs.

Travel Expense Report Template

Travel expenses are one of the most common expense report types, so it’s no wonder they head the list regarding top templates. From the developer of Microsoft Excel comes this Travel Expense Report Template . This template organizes charges for hotel, meals, and transportation (including mileage if using your own car).

Business Mileage Log Template

Sometimes employees will use their own vehicle for business purposes. While this can save your company the money that you may have spent on a car service or other transportation, you will likely need to compensate employees for their driving time. A Business Mileage Log Template can help you do just that.

Automate Your Team’s Finances with Teampay

Skip manual data entry and reconciliation altogether and automate your team’s expense reporting and more.

Event Budget & Expense Template

This Event Budget & Expense Report Template tracks estimated vs. actual costs for every aspect of your event. In this way, it acts as both a budget and an expense report, providing you an extra layer of data to make sure your event stays on track and inform future cost projections. Larger company events will frequently incur costs beyond just rental and insurance fees, at times requiring additional spending on things like public relations, vendor costs, and programming expenses.

Project Expense Report Template

Project Expense Reports track and report all directly attributable expenses incurred during specific company projects. Generally, the expenses and expense types are pre-approved by management to fall in line with budgets and simplify later reconciliations. Often these costs are associated with general travel or lodging but might also include certain incidentals such as flight changes or venue costs at certain events your company is sponsoring.

Timed Expense Template

Typically, expense reports are filed on a weekly , monthly , quarterly, or annual basis. Depending on the payment structure and accounting practices of your organization, you may need to utilize one, or even more than one of these models.

Expense templates should be kept as separate sheets to ease collective reimbursements later on. Some companies will utilize both weekly and monthly expense reports to ensure that errors in reporting or payment processing don’t become large-scale detriments when it comes time to file quarterly or year-end documents.

Contractor Expense Report Template

With so many projects varying in both size and scope, companies will often flex open positions to either temporarily or permanently expand the labor force. Keeping employee expenses separate from contractor expenses can help compartmentalize who is working on what and how it is contributing to the overall budget. The importance of this this approach is that it can be applied to full-time, part-time, or contracted workers, as many organizations are now comprised of mixed work forces. ContractorCalculator created this basic contractor expense report .

Automate your expense reporting

By using distributed spend management software, your finance team can take charge of automating and eliminating tedious manual tasks like expense reporting. Learn how you can manage all company purchases, whether paid via virtual cards , physical cards, purchase orders , or expense reimbursements.

Budgetary Control Techniques

Unless you’ve lived or worked in a cave for the past 20 years, you’ve probably used the Microsoft Office suite of computer programs. Word, Excel, PowerPoint and Outlook are the most common applications, allowing you to perform a wide variety of tasks without a significant learning curve. While Word might be the simplest application for listing your personal income and expenses, using Excel is the easiest way to create and use a budget, based on the formulas you can create to have the budget do the work for you, instead of vice versa.

Benefits of Word

Microsoft Word is easy to use because it requires only typing skills. If a person’s budgeting goal was to simply list your income and expenses and fill in amounts next to each, Word might be the Office program of choice. However, if you need to update your budget as you pay expenses, Word will require you to do most of the work manually.

Benefits of Excel

Like Word, Excel allows you to list your income and expenses. Unlike Word, Excel lets you create a variety of reports that automatically update as you enter your income and expenses each time. The program does this by allowing you to enter simple formulas into different fields to add, subtract, multiply and divide income and expense rows or columns. With Excel, you’ll reduce the chance of math errors as you track your average monthly spending, project year-end results and set savings goals based on your net income or excess cash available after you pay your bills.

Useful Reports

Common reports for personal budgets made using Excel include “Total,” “Actual,” “Average Monthly,” and “Projected.” To create these reports, you’ll enter formulas into specific fields. For example, if line 3 of your budget is groceries, you can keep track of your average monthly spending on groceries as the year progresses, see your total spending year-to-date and project what your year-end-total will be based on your current spending. To determine your average spending, you divide your total spending by the months that have passed. To project your year-end spending, you multiply your average monthly spending by 12.

Formulas

To create a report in Excel, you use standard formulas starting with the five characters, =sum( followed by the information contained in other fields. For example, your budget might list groceries across the page in row 3. Your 12 monthly columns might run from row C to row N. To determine your total spending, you would put =sum(C3:N3) in column O, row 3. This formula will add your grocery spending from January to December, showing your total in O3. To see your average monthly spending, you would divide your O3 total by the number of months that have passed, putting this information in column P, row 3. In April, your P3 field would read =sum(O3/4). This will divide your total grocery amount by the four months that have passed, giving you your average.

Ease of Use

Excel formulas are easy to learn, you’ll only need a few of them and you’ll get the hang of using them quickly. If you can spend 10 minutes on the phone with a friend who uses Excel, you can skip the Office tutorial. Once you create your initial budget document, you no longer have to perform any math — your Excel budget does it for you.

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Related

• How Do I Track Reimbursed Expenses in Quickbooks?
• How to Make an Income & Expense Comparison Bar Chart in Quicken
• How to Create a Business Financial Forecast
• How to Claim Cash Business Losses on Income Taxes
• How to Create a Date & Cost Line Chart in Excel

Income and expense spreadsheets can be useful tools to help you see where your personal or business finances stand. After you’ve assembled all your financial data and created a worksheet to contain your income in one column and your expenses in another, you can use Excel’s “SUM” function to create a formula to instantly add and total each column.

Open your income and expenses Excel worksheet.

Select an empty cell beneath the last item in your “income” column.

Type “Total Income” in this cell, then press the “Enter” key.

Select the cell directly beneath the “Total Income” label.

Type “=SUM(” into this empty cell.

Select the first entry in your “Income” column, press the “Shift” key, select the last income item in that column, then press the “Enter” key to calculate your income total.

Select an empty cell beneath the last item in your “Expenses” column.

Type “Total Expenses” in this cell, then press the “Enter” key.

Select the cell directly beneath the “Total Expenses” label.

Type “=SUM(” into the empty cell.

Select the first entry in your “Expenses” column, press and hold the “Shift” key, select the last expense item in the same column, then press the “Enter” key to calculate your total expenses.

Allen Bethea has written articles on programming, web design,operating systems and computer hardware since 2002. He holds a Bachelor of Science from UNC-Chapel Hill and AAS degrees in office technology, mechanical engineering/drafting and internet technology. Allen has extensive experience with desktop and system software for both Windows and Linux operating systems.

With a little time, typing and easy-to-use software, you can quickly see your financial picture much more thoroughly and better plan for the future.

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It’s January and you’ve gone and done it: You’ve resolved to keep better track of your personal finances. But deep down, you’re not sure where to start. Sure, you can buy accounting software, sign up for a service or poke around your bank’s online offerings for money management. But don’t overlook what is probably the best option of all: a simple and free spreadsheet you make yourself.

Never used spreadsheet software before and not quite sure what it does? Relax, using it to make a budget is easy, because someone has already done most of the work. Here’s how to get started.

Step 1: Pick Your Program

First, select an application that can create and edit spreadsheet files. Microsoft Excel has long been a core component of the Microsoft Office suite for Mac and Windows ($70 a year). If you don’t have it already, you can also find versions for Android and iOS or the free basic version that runs in a web browser.

Other free or preinstalled spreadsheet programs may already be on your device. Google Sheets (for Android, iOS and web) and Apple’s Numbers software for iOS, macOS and web are two examples.

Tracking your income and expenses is one of the first steps in managing your money. I designed this worksheet to use as a printable handout in an introductory personal finance course, but it also functions as an editable spreadsheet. Although I have other finance and budget spreadsheets that do a lot more than this one, if you are looking for a very simple way to keep track of your money, this worksheet can help you get started.

Income and Expense Worksheet

Download

License: Private Use (not for distribution or resale)

Printable Income and Expense Worksheet

Download

License: Private Use (not for distribution or resale)

Description

This version was created specifically for printing and completing by hand. This worksheet can be the first step in your journey to control your personal finances.

Step 1: Track your Income and Expenses.

Step 2: Use that information to create a budget.

Step 3: Continue tracking to help you stick to your budget.

Using the Income and Expense Worksheet

I tried to make the spreadsheet as easy to use as possible. If you are using it in Excel on a smart phone, you’ll find that it uses a lot of drop-down lists. You can edit those lists in the Settings worksheet.

This worksheet doesn’t calculate a summary of income and expenses by category for you (like the Account Register for example). However, if you are comfortable with Excel you could use a Pivot Table to analyze your income and expenses.

Step 1: Clear the sample data, but don’t clear the formulas in the Balance column.

The sample data is there to give an example of how you can enter beginning balances, transfer money between accounts, and enter some basic expense transactions.

It is not necessary to use the worksheet for ALL your accounts in one register. You could duplicate the worksheet and use one worksheet for each of your accounts if you wanted to.

Step 2: Enter beginning balances for the accounts you want to track.

This isn’t necessary, but it’s what you would do if you wanted to keep track of each account balance. There is actually a hidden column that you can unhide that will show your current Account Balance.

Step 3: Edit the Accounts and Categories lists in the Settings worksheet as needed.

These lists control what is shown in the drop-down lists for each column. It isn’t necessary to use the drop-down lists – they are just for convenience.

If personal finance scares you a bit, it may be easier to start with just a few expense categories. When you are ready for something more advanced, you might want to try the Money Management Template.

Step 4: Update the Income and Expense Worksheet daily.

If you are using the worksheet on your phone, you can edit it on the go. If you are using the printed worksheet, you can take it with you in your wallet or purse and edit it whenever you make a purchase.

Another approach is to make notes on a 3×5 card or make notes on your phone about your spending, and then update your worksheet at home.

Step 5: Create a Pivot Table to Analyze Income and Expenses

The image below shows an example of the type of report you can create fairly easily using a Pivot Table in Excel. For detailed instructions, see the blog article written by guest author and Microsoft MVP John MacDougall: Using Pivot Tables to Analyze Income and Expenses.

Tip: If you use a Pivot Table in Excel 2013 or later, I’d recommend trying the new Timeline feature. This makes it easy to select the range of dates to display in your table. Click inside the pivot table, then go to the Analyze tab and click on Insert Timeline.

What is PowerApps?

Here at Infinity Group, we are spending plenty of time playing with PowerApp s and trying out all of the new toys and controls available to solve real world problems for your organisation.

PowerApp s is a code-less development tool which allows users to create useful apps to solve real world problems in minutes. This, combined with Microsoft Flow, Microsoft’s code-less automation and integration platform, opens up a world of possibilities.

PowerApps contains a suit of controls we can use to build the app, from simplistic controls such as labels and te xt boxes, through to barcode scanners and picture, video and audio capture.

Capturing business expenses with Microsoft PowerApps

The scenario we are covering in our blog today is capturing expenses. We use Microsoft Dynamics 365 Project Service Automation (PSA) to manage our projects and it includes the ability to capture expenses, which then go through an approval process, before being charged on to the customer (if applicable) and then paid to the Consultant.

Our existing process effectively involved doing this twice, once in PSA to capture the expenses so they can be charged on to the customer and recorded as costs against the project. The second version was a paper form which was approved and submitted to accounts so that the expenses could be entered into our finance system and then paid to staff.

Enter PowerApp s! We have create d a new PowerApp which allows users to capture expenses on a single form, entering the following information :

• Expense Type (Category)
• Related Project
• Date
• Quantity
• Price
• Comment
• Photo of Receipt

The designer is simple and intuitive, with a formula bar similar to Microsoft Excel for adding logic to the app, which is checked for you as you go:

And the results are rendered as an app which looks like the image below. You can then use this app in a browser or on a mobile device or tablet.

How do I submit expense claims in PowerApps?

Once submitted on the form, PowerApps and Microsoft Flow do the hard work, which a user previously had to do manually:

• Create an Expense record
• Create an associated Expense Receipt Record
• Create an associated Note record
• Attach the photo of the receipt to the Note record
• Mark the Expense record as Submitted

Once approved, we are then using Microsoft Flow to export the expense transactions to our finance package automatically, removing the need for paper forms and manual entry.

Using configuration within the PowerApp we were also able to add some intelligence, for example only displaying projects that the current user is working on at the given time.

What is the AI builder in PowerApps?

Another component of the Power Platform (Microsoft’s collective term for this set of tools), is the AI Builder. Using this, we can create a ‘Form Processor’ to read receipts for us and capture the details. Once the model is created, we then train it to make it more accurate and can then use the output to suggest expense entries based on the receipt, meaning all the user would need to do was pick the project. Designing the model looks similar to this:

You can train models to predict events, process forms, detect objects and determine what they are and classify text, all with an easy to use user interface and no code!

And then once we’ve trained it, we end up with some stats as to how well it will work:

What’s next for the Microsoft PowerApps expense form?

We’re busy delivering great solutions to our customers on the Power Platform so this part of the project will need to wait a while, but we’re excited to see it in action. The next phase will be to include maps within the app to help users automatically work out mileage expenses, capturing their start and end location and doing the rest for them. We can even use their location to work out which project they are working on and fill this bit in for them too!

Seeing PowerApps solve real world problems, reduce the use of paper and make businesses more efficient is what realty gets us excited about them! Our next project will be replacing our overtime form submission process. Also, we’ve already built a PowerApp which, combined with Flow, checks Companies House when creating a new Lead in Microsoft Dynamics 365 for Sales, ensuring we have the correct company details.

Infinity Group are Microsoft Dynamics 365 Consultants. If you would like to use the Expense app, or if you have any other PowerApp requirements, please get in touch.

This document details how to change the default font, font size, and page margins in Word.

Word 2016

1. Open a new document of the template you would like to update the default settings for. In most cases, this will be Blank document.
2. Select the expand icon underneath Home > Font as shown below.

Modify the font settings as desired, then select Set As Default as shown below.

Confirm the changes for all documents of this type by selecting All documents based on the Normal template and then selecting Yes.

For more advanced settings, such as character spacing, select Advanced and follow the same procedure to Set As Default.

To modify the default margins, select the expand button underneath Layout > Page Setup and change the settings as desired.

Confirm the changes by selecting Yes when prompted to set as the default for all documents of this type.

Word 2010/2013

1. Open a new document, click on the Home tab, click on the Font dialog box button as shown in the screenshot below, and select the Font tab.

Choose the font settings that you would like to make the default and click Set As Default

Select All documents based on the Normal.dotm template? and click OK to update the default for all new documents.

To change Word’s default page margins, click on the Page Layout tab and click on the Page Setup dialog box button as shown in the screenshot below.

Set the new margins that you would like to make the default and click Set As Default

Click Yes to apply the new margins to all new documents.

Word 2007

1. Open a new document, click on the Home tab, click on the Font Dialog Box Launcher (as shown in the screenshot below) and select the Font tab.

Select a new font and size in the Font dialog box, and then click Default.

Word will ask you if you want these changes to apply to all new documents using the “Normal template” (normal.dot).