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Travel Planner Spreadsheet: How to Stay Organized with this Google Sheets Itinerary Template

I don’t know about you, but after a year of quarantining and diligently following all of the rules, I am so ready for an epic adventure. As the vaccine rolls out and cases begin to decrease I’m starting to feel the first dash of hope which spurred me to open up my Google Sheets travel planner spreadsheet.

I started dreaming about traveling again. Not even to far off destinations, but to local spots for more than a quick day trip. I figured now was the perfect time to introduce to you how I plan my trips using my Google Sheets itinerary template.

I started using this type of travel planning when I quit my job and got to plan a multi-month, multi-destination adventure. It was a fairly overwhelming process, but the way I stayed organized and on budget was by using Google Sheets.

I created spreadsheet upon spreadsheet to track all of my confirmation numbers, bucket list activities, and trip necessities in one place. I also learned which ones made sense, what information was necessary, and which ones I could delete. Leaving only the best and most useful travel itinerary template to share with you!

This post contains affiliate links, which means that, at no additional cost to you, I will earn a tiny bit of income if you decide to make a purchase or booking. For more, check out my disclosure . 

Why Do I Use Google Sheets instead of Excel?

I love using Google Sheets for just about everything in my life. I have my budget there, keep track of my blogging stats, and my client work.

Here are a few reasons why I prefer using Google Sheets for my trip planner:

• Google Sheets is more Mobile . I have the Google Sheets app on my phone and the spreadsheets are editable offline. This means that if I end up without WiFi or data, which happens all of the time on the road, I can still access any important information or make updates.
• I can easily share it with my friends and family . They will be able to see as I make changes to it in real time, compared to having to email them a new Excel document each time. In terms of my safety when I travel solo , if they ever need to get a hold of me, they will have all of the necessary and up to date information.
• I am an Apple person through and through and simply PREFER Google Sheets over Excel .

Now, Google Sheets and Excel are basically the same thing, so if you are an Excel person you can take the travel planner templates I share here and apply the idea to Excel .

When to Use a Travel Itinerary Templates?

I suggest using a trip planner template anytime you’re planning a trip with a lot of moving parts. Is it necessary for a weekend getaway? No, probably not.

But if you’re planning anything more than a week and you want to ensure you stay on budget and get to see, do, and eat what you want then using a spreadsheet to track everything is incredibly helpful.

I also find them really helpful for planning road trips, so I created (and included for you) a road trip template .

While I primarily use them for planning my vacation itinerary you could also use them to help you plan a business travel itinerary as that begins to resume.

How to Use a Travel Itinerary Template in Google Sheets ?

I’m going to walk you through my tried and tested method for using Google Sheets as your travel planner. My travel spreadsheet template has 11 individual spreadsheets . You can definitely make these yourself, but if you want them already done for you, you can purchase the templates here .

Quick tip : Add links whenever possible. If you find a cool tour you want to do, save the link to the spreadsheet so you can easily find it when it comes time to book

I’ll show you a screenshot of each of them and a short video, but here’s the overview. 

Travel Planner Spreadsheet Template

Travel expense spreadsheet, travel budget spreadsheet.

• Travel Itinerary

Travel Itinerary Daily View

Travel itinerary calendar view.

• Flight Planner
• Accommodation Planner
• Bucket List Planner

Pre-Travel Shopping List

Packing list, road trip planner.

This is the master spreadsheet , if you will. This is where you’ll put any travel related purchases leading up to and during your trip. You can change or add the categories to reflect what works best for your situation.

Let’s say you’re planning a Hawaii getaway ! Leading up to the trip, you decide you want to buy a new swimsuit. You’ll add that to this spreadsheet and put it under MISC or add a column for clothing. As you book your accommodation for the trip, you’ll add that here as well. Then as you are exploring the gorgeous Hawaiian islands, you’ll track your expenses for food, activities, gifts, etc. 

Then at the end of the month, you’ll know exactly what you spent on your trip , both before the actual trip and during. 

This is broken out by months, then at the very bottom, you’ll have a yearly total for travel expenses . 

I hope to have some numbers in there this year!

This spreadsheet is your travel budget planner . It’s broken out into locations, because many trips include more than one destination! You’ll enter the number of days you’ll be in each location, then as you move through the spreadsheet add in the cost for only days worth of food, accommodation etc. The total will calculate at the top !

The travel budget spreadsheet is intended to provide you with an approximate cost of your trip . Once you have this information you can adjust as needed. If the trip is too far out of your budget, don’t give up! 

Can you find cheaper accommodations ? Can you DIY some of you bucket list activities? Can you cook food instead of eating out?

One of my biggest travel tips to stay on budget is to prioritize the activities and experiences that you know will fill you up and bring you joy. Forget the rest.

See where that leaves your budget.

Travel Itinerary Spreadsheet

The Travel Itinerary Spreadsheet provides a birds eye view of your entire trip itinerary. Once you make a decision on where you’re staying, your method of transportation, and activities, input that information here. Include the confirmation number, the costs, and any other information that you find valuable for your trip.

The Travel Itinerary Daily View is where you’ll get into the details of your trip . Use this sheet to plan out each day of your trip so you ensure you get to do, see, and eat all of the things.

Another one of my top travel tips is to only schedule ONE activity per day . This allows time for a little bit of spontaneity on the road, while still ensuring you do what you went there to do. 

As you research your destination, you’ll likely come across places to eat that you don’t want to forget, so add those here as well.

Add any bonus activities that would make sense on that day if time allows!

This calendar view provides a way to see how your trip fits into the rest of your year . Does it fall on a holiday? Do you have trips planned each month? 

The year and dates are intentionally left blank for you to input so no matter what year you’re planning your travels, you can have the correct dates.

To be honest, I use this sheet the least, but I know some people really like seeing a calendar view.

Flight Planner Spreadsheet

As you research your flights, use this sheet to track the entire cost of the flight . This will include a checked bag (maybe), food on board etc. Those cheap flights are super tempting, but since you have to pay for everything else, it really adds up. So use this sheet to be sure you know how much that $35 flight will actually cost you.

Accommodation Planner Spreadsheet

Accommodation can be overwhelming to book. There are so many options, which should you choose? First, check out my guide to booking hostels . If you’re not a fan of hostels don’t worry, the tips in there are applicable across all accommodation types.

Then as you research, add the information, including additional amenities (some hotels charge for WiFi) to provide the total cost. 

This will help you ensure that you get the biggest bang for your buck out of where you lay your head. 

There are multiple destination options in this sheet, as you might be moving about the country!

Bucket List Planner Spreadsheet

The Bucket List Planner is where the fun stuff lives! Start with your destination and determine your can’t miss, bucket list activities!

Have you ever been planning a trip, read a blog post that mentions an epic activity, and you think, I want to do that. But then you don’t save the link to the tour ? Well, add the booking link to this sheet along with other important information (cost, tour operator etc). Then when you’re ready to book, you have the link and all of the information you need!

Sometimes, you need some gear before a trip. This could be anything from a new swimsuit for your beach vacation to luggage to vaccinations! Keep track of those costs here and factor it in to the overall budget of your trip.

I am a big fan of NOT spending too much in this phase of the travel planning. Try to use what you have , borrow what you can, and only buy something when absolutely necessary.

I’m sure a friend or family member has a piece of carry on luggage you can use and no you don’t need a brand new wardrobe for your trip.

This is a sample packing list , yes, but it also covers just about everything you’ll need for your trip. I know there are 5 shoes mentioned, please don’t bring 5 pairs of shoes ! It’s just an example of footwear you might need depending on your planned activities. If you’re not hiking, please don’t bring hiking shoes!

But always, no matter the weather, always pack a swimsuit . You just never know when you might encounter a hot spring, hot tub, or lake for a dip!

Last but not least, you’ll find a road trip planner ! This road trip itinerary planner gives you space to note your starting location, your ultimate destination, the number of miles you’ll drive, cost of gas and things you’d like to see along the way!

There is also a section at the top for your rental car information if you need to rent one for your road trip.

In the first column, you can put the day of the week, the actual date or leave it numbered as is.

At the bottom of the spreadsheet, it will total up the number of miles driven and the total cost of gas for the trip.

I know that planning a trip, no matter the length, can be really fun, but also a bit overwhelming. Especially when you’re trying to stay on budget! These travel planner spreadsheets will help you plan the trip of your dreams (which we all need right about now) while staying on budget and leaving the overwhelm behind.

If you’d like to purchase these templates, they’re available here !

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9 FREE Budget and Expense Tracker Templates for Google Sheets

On this page you will find a variety of budget and expense tracker templates for Google Sheets. Each of the templates here functions differently so that you will be able to find exactly what you need to track your expenses and your budget. Whether you want to track on a monthly basis, or a yearly basis, you'll find the template that suits your needs.

At the bottom of this page you will find expense tracker templates that allow you to break down your expenses by category. These trackers have additional charts that help you visualize your totals for each month, and overall.

By choosing from the templates that are explained below, you will be able to choose from the following options:

• 1 Month vs. 1 Year
• Expenses vs. Expenses + Budgeting
• Budget per month vs. Budget per expense (For budgeting types)
• Single sheet vs. One tab for each month (For 1-Year templates)
• *New: You can now choose a version that allows category selection

Every template/tracker comes with a graph that will visually display your expenses! You'll be able to see totals for each different expense type, for each different month, and you'll also be able to see your total overall.

Here is a full list of the budget and expense templates.

Scroll down further to see image examples, and detailed instructions on how to use each template. Each section contains a link to get a copy of the template.

• 1-Month Expense Tracker (Track 1 month of expenses on a single sheet)
• 1-Month Expense AND Budget Tracker (Monthly budget) (Track 1 month expenses + budget on a single sheet, where you can set an overall monthly budget)
• 1-Month Expense AND Budget Tracker (Budget for each expense) (Track 1 month expenses + budget on a single sheet, where you can set abudget for each expense)
• 1-Year Expense Tracker (Track 1 year of expenses, where each month has its own tab)
• 1-Year Expense AND Budget Tracker (Monthly budget) (Track 1 year of expenses + budget on a single sheet, where you can set a budget for each month)
• 1-Year Expense AND Budget Tracker (Budget for each expense) (Track 1 year of expenses + budget on a single sheet, where you can set a budget for each expense)
• 1-Year Expense Tracker (1 tab per month) (Track 1 year of expenses, where each month has its own tab)
• Single sheet (1 Month) Expense Tracker with Category Selection (Track 1 month of expenses on a single sheets, where you can set a category for each expense, and view how much you spent in each category)
• 1-Year Expense Tracker with Category Selection (1 tab per month) (Track 1 month of expenses where each month has its own tab, where you can set a category for each expense and view how much you spent in each category)

See further below for images and a description of each expense / budget tracker template. But first let's go over how to make your own copy, and how to use the templates in general. Each different template has its own set of simple instructions that is shown on this page near the links and images for each different template.

Table of Contents

How to make a copy of the templates

The links to these templates should allow you to click a button that will automatically make your own copy for you, especially if you are using a desktop/laptop computer. You must be logged into Google for this to work.

The normal way of making a copy of a Google spreadsheet, is by clicking "File" on the top toolbar, and then clicking "Make a copy".

The sheets are "View Only", and you MUST MAKE YOUR OWN COPY to use them, so DO NOT request edit access.

How to use the budget / expense templates

Below in each section are instructions for each individual template, but here are general instructions that are relevant to all of the templates:

The only cells that should be edited are the light blue cells, and the cells below the frozen rows where you can enter your expenses, the dollar amounts, and the budget.

Cells that should not be edited will display a warning if you try to edit them.

• Enter your monthly income
• Enter your expense types/titles
• Enter how much you spent on each expense
• Enter your budget (when relevant)

Automatic color coding

The spreadsheet templates for expense tracking have some automatic color coding features that are good to note.

• When your expenses exceed your budget, you will see cells turn orange .
• When your total monthly budget exceeds your monthly income, you will see cells turn red
• When your total expenses exceed your income, you will see cells turn red

1-Month / Single Sheet Expense and Budget Templates

First I will show you the templates that allow you to track expenses and your budget for a single month, or simply to track your expenses / budget on a single sheet.

Each of these single month / single sheet templates has one tab where you can track your expenses, set your budget, and view a bar chart all in the same place (See further below for an additional "Category Selection" version).

1-Month Expense Tracker

Get the template

This first expense tracker is the most simple of all of them! It allows you to track your expenses for a single month.

Instructions:

• Enter your monthly income in cell B1
• Enter your expense types in column A, starting at row 5 (Cells A5, A6, A7, etc.)
• Enter the dollar amounts that you paid for each expense in column B

Click here to get your Google Sheets cheat sheet

Or click here to take the dashboards course

1-Month Expense AND Budget Tracker (Monthly budget)

This template will allow you to track you expenses, as well as your budget. In this version the budget is set for the entire month.

• Enter your monthly budget in cell B2
• Enter your expense types in column A, starting at row 7 (Cells A7, A8, A9, etc.)

1-Month Expense AND Budget Tracker (Budget for each expense)

This template will allow you to track both expenses and your budget as well. However in this version, you can budget for each expense.

• Enter your budget for each expense in column B
• Enter the dollar amounts that you paid for each expense in column C

1-Year Expense and Budget Templates

Below are the 1-Year versions of the expense and budget tracker templates, which allow you to track expenses / budget in for each month of the year. Some versions allow you to track the entire year on a single sheet, where others allow you to track the expenses / budget for each month in an individual tab. (See further below for an additional "Category Selection" version)

In the image below, you will see a preview of the main tab where you'll actually be able to track your expenses, but note that the "Single Sheet" 1-year templates also have an extra tab that contains the two charts shown below.

In the "Single Sheet" 1-year budget and expense templates, from the second tab you will be able to select a month of the year to display your individual expenses for that month on a bar chart, and you will also be able to view your total monthly expenses for the entire year on a line chart.

The versions that have one tab for each month are a little different, and are described in their own sections.

Example of graphs found in the yearly trackers:

These templates / this content was originally created and written by SpreadsheetClass.com

The charts that are show above which come with each of the 1-year templates… will help you see what types of things you spend more money on than others, and will also help you to see which months you spend the most/least in.

1-Year Expense Tracker

This template is the most simple out of the 1-year trackers! It will allow you to track your expenses for up to 12 months, on a single sheet.

• Enter your monthly income in cell A2
• Enter your expense types in column A, starting at row 9 (Cells A9, A10, A11, etc.)
• Enter the dollar amounts that you paid for each expense, in each month, starting at column B (January)

1-Year Expense AND Budget Tracker (Monthly budget)

In this template, you can track your expenses and your budget for up to one year on a single sheet, but this version will allow you to set a total monthly budget, for each month.

• Enter your budget for each month in row 3, starting at column B (January)
• Enter your expense types in column A, starting at row 12 (Cells A12, A13, A14, etc.) Row 11 is already for "Savings"

1-Year Expense AND Budget Tracker (Budget for each expense)

This template will allow you to track your expenses and budget for 1 year… and with this version you can budget for each expense.

• Enter your expense types in column A, starting at row 10 (Cells A10, A11, A12, etc.) Row 9 is already set for "Savings"
• Enter your budget for each expense in column B, starting at row 9
• Enter the dollar amounts that you paid for each expense, in each month, starting at column C (January)

1-Year Expense Tracker (1 tab per month)

In this version, you can track your expenses for 1 year, where each month is tracked on an individual tab. (See further below for "Category Selection" version)

Each monthly tab has its own column chart that shows you the amount of each different expense type, and the main tab has a line chart showing your monthly totals. Or if you want, you can also use the same "Graph" tab that the other yearly trackers have.

On the main tab of the tracker ("Dashboard"), simply enter your expense types once, and they will appear on each individual monthly tab. You can also enter your monthly income for each month, on the main tab.

On the "Dashboard" tab, only edit light blue cells.

• Enter your monthly income for each month, in column D of the "Dashboard" tab, starting on row 4 (January)
• Enter your expense types in column A of the "Dashboard" tab, starting at row 4 (Cells A4, A5, A6, etc.)
• Enter the dollar amounts that you paid for each expense, in each month, on each individual monthly tab, in column B, starting on row 5

Example of "Dashboard" tab:

Example of "January" tab:

Category Selection Expense Trackers

Below are two new versions of the expense tracker templates, which allow you to select a category for each expense. There is a single sheet version, as well as a 1-year version with 1 tab for each month. In these templates, in addition to seeing totals / charts for each expense, you can also view totals / charts for each category.

There are also charts that show total expenses vs. money remaining. In the 1-year version, the "Dashboard" tab shows the overall totals, and the trend for the entire year.

Note that the tab in the single sheet version of the template is almost identical to the monthly tabs in the 1-year version. So the four images below apply to both versions of the category selection template.

Here is an example of what the tabs for tracking expenses / categories look like:

Like in the other templates, there are column charts that display totals for each expense:

But in these versions there are also column charts that show totals for each category:

You will also find a scorecard chart showing the total amount spent, as well as a stacked column chart that shows total money spent in red, vs. money remaining in green:

Note that cell B3 (Money after expenses) will turn red if the money spent exceeds the set monthly pay.

Single sheet (1-Month) Expense Tracker with Category Selection

In this version of the template, you can track your expenses, and categories for each expense, on a single sheet.

• Enter your monthly income in cell A3
• Enter your expense names in column A, starting at row 5 (Cells A5, A6, A7, etc.)
• Type a list of categories in column E, starting at row 5 (This will populate the drop-down menus in column B)
• Click the drop-down menus in column B to select the category for each expense
• Enter the dollar amounts that you paid for each expense, in column C, starting at row 5

1-Year Expense Tracker with Category Selection (1 tab per month)

This is my favorite expense tracking template! In this version you can track your monthly expenses and categories for each expense, on individual tabs (1 per month), and view the totals / trends for the entire year on the "Dashboard" tab.

In addition to containing the monthly tabs described / shown above, the template also contains the features described below, on the "Dashboard" tab.

• On the "Dashboard" tab, starting at cell A19, type a list of the categories that you want to use (These categories will populate the drop-down menus in column B of the individual monthly tabs)
• Enter your monthly income in cell A3, in each of the monthly tabs (January, February, etc.)
• Enter your expense names in column A, starting at row 5 (Do this in each of the monthly tabs)
• Click the drop-down menus in column B to select the category for each expense (Repeat for each of the monthly tabs)
• Enter the dollar amounts that you paid for each expense, in column C, starting at row 5 (Repeat this for each of the monthly tabs)
• Click on the "Dashboard" tab to view overall totals and trends for the year

Here is an an example of what the "Dashboard" tab looks like in the 1-year category selection expense template:

You can see that a scorecard chart displays the total for the entire year, the totals for each month as well as the entire year are listed on the left, and a line chart displays the trend of expenses for each month of the year. Below this you will see more totals / charts for "Categories".

On the "Dashboard" tab of the 1-year version, you will also be able to view total for each category, for the entire year, displayed in the cells on the left side of the sheet, as well as in a column chart on the right.

I hope that you enjoy these expense / budgeting templates!

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Welcome to Spreadsheet Class!

My name is Corey, I have been building spreadsheets for companies for over 7 years, I was a data specialist at an online school for 5 years, and I created this website to help people learn how to use spreadsheets.

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Get Free Travel Budget Templates In Google Docs, Google Sheets, Google Slides

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Traveling is always fun and interesting. However, travel is always associated with various kinds of expenses, which are best foreseen in advance. If you want to always be sure that you have chosen the right budget for your trip, then we recommend using any travel budgeting template from TheGoodocs . Our amazing Google Sheets templates are always the best option to save time and money.

Just imagine that you won't need to understand spreadsheet functionalities and built-in instruments, but you'll still get a professional, well-structured, and well-designed budget plan. We have a traveling budget template for any personal or business need. It does not matter if you work in a travel agency or just going on vacation and want to calculate its cost in advance. You will definitely find the right option only with us.

How do you like our offer? We advise you to study the list of advantages because of which our clients and visitors prefer our platform!

Advantages of Templates From Our Company

With us, you can save a huge amount of time and spend it on more pleasant or important things than dealing with the interface, formulas, design, and structure to get a high-quality document for budget calculations. We have been working for more than a year and we know exactly what each visitor to our website requires. We advise you to join thousands of fortunate people who no longer waste their time on simple but routine and boring work!

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You can start editing any free travel budget template now! All of the templates that you see in this section are completely free. Thus, we save not only your time but also your investments! It is better to save money that you could spend on paying for work on your vacation or invest in another component of your business!

To thank us for our hard work, you can subscribe to our social networks or simply add a link to our resource in your document, if possible. Your friends will learn about our service and also receive free options!

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We work with professional designers who know their work best! We follow the latest trends and make unique printable templates so that you can always count on our professional help! Moreover, you can always leave your wishes in a special section of our website. Do you need templates with a specific theme or design? So contact us and tell us more about it! We will gladly take into account all your wishes and the most impressive of them will be added to the website in a short time.

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Thousands of different options for any topic and dozens of travel budget templates are ready for free use. However, more than ten new options are uploaded to our website every day. They are in line with all the current trends and are unique!

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Our samples can be edited in any spreadsheet format or text editor of your choice. It all depends on the initial format of your preferred travel agency budget template. Also, you can download the template to your PC, laptop, phone, or tablet to work offline using any convenient application.

There is nothing easier than achieving your goal with minimal investment of time and money because of TheGoodocs!

"Shoeboxed makes it stupid simple to scan receipts...”

Expense report template google sheets: 4 free templates.

Tomoko Matsuoka

Published on

February 16th, 2024

Shoeboxed is an expense & receipt tracking app that helps you get reimbursed quickly, maximize tax deductions, and reduce the hassle of doing accounting.

Managing business expenses is a crucial aspect of both personal and business life.

In the professional realm, one of the most used tools for tracking expenses is the humble expense report, enabling managers and business owners to document and monitor employees' transactions for reimbursement and tax purposes efficiently.

The versatility of a Google Sheets-based expense report lies in its accessibility and collaborative features.

We chose the following expense report templates in Google Sheets for their user-friendliness for expense reporting. They also provide a clear structure for categorizing and summarizing expenses while offering customization options for various needs.

Without further ado, here are our top picks for expense report templates you can use in Google Sheets to optimize your budget and monitor business spending.

Table of Contents

Top free expense report templates for Google Sheets

Expense report templates offer an efficient way to manage and monitor expenses in a structured manner. Here are some examples of templates accessible in Google Sheets:

1. Expense Report Template by Smartsheet

This template is perfect for individual use or small businesses looking for a straightforward method to track expenses. It includes fields for date, description, category, and amount. To use this expense report example by Smartsheet, go to "File > Make a Copy."

👉 Direct spreadsheet link

2. Simple Expense Report by theGoodocs.com

The minimalists will love this Simple Expense Report template by theGoodocs.com, which has a very clean design. The only drawback is the spelling mistake in the title, but since that's fixable, this gets a solid A in our books. You can use this for business-related expenses or as an employee expense report template.

3. Free Small Business Spreadsheet Template by Template.net

This expense report is aimed at small businesses. To download this template, click on the "Google Sheets" button underneath the text "Download Free Template." You'll be taken to a popup, which will give you another button to click. Sign in with your Gmail account, and then you'll be able to make a free copy of this template to use.

4. Travel Expense Report Template by EverTech Innovations

This is a travel expense report template that you can share with your employees. There are spaces for the employee ID, name, title, department, and contact email. And with pre-set categories, it will be easy for managers to see how much was spent at a glance. To use this Google Sheet template, you'll be asked to make a copy in the link below.

5. Shoeboxed, the best expense report alternative

Google Sheets can be ideal for managing expenses through customized templates. However, Shoeboxed offers a different approach.

Employers and business owners choose Shoeboxed when looking for a simpler alternative to spreadsheets—particularly when they're tired of sending out reminders and trying to gather all the business expense information in one place.

Digital method —Sign up to Shoeboxed.com, and create free users for each team member. Each team member then downloads the Shoeboxed app for tracking receipts on the go. Digital plans start from $12 for 600 digital document scans.

Physical receipts method —Give your team a Magic Envelope per month and simply have them send in their receipts for scanning and data validation and extraction. Physical + Digital plans start from $18 per month for 600 digital document scans + 300 physical document scans.

Users are notified once data from receipts has been extracted. Your accounting team can then check employees’ data in Shoeboxed , eliminating the need for expense reports entirely. Or you can have your employees export the itemized expenses as an expense report to send to your accounting team.

Benefits of Shoeboxed over traditional Google Sheets templates:

No manual data entry — Users avoid entering business expenses manually, as Shoeboxed extracts relevant information from scanned receipts.

Secure cloud storage — Receipts are stored securely in the Shoeboxed dashboard, providing access whenever required without fear of loss or damage.

Shoeboxed is the only receipt scanner app that will handle both your paper receipts and your digital receipts—saving customers up to 9.2 hours per week from manual data entry!

Stop doing manual data entry 🛑

Outsource receipt scanning to Shoeboxed’s scanning service and free up your time for good. 30-day full money-back guarantee! ✨

What else can Shoeboxed do?

Shoeboxed has been voted as the best receipt scanner app for tax season by Hubspot and given the Trusted Vendor and Quality Choice awards by Crozdesk.

A quick overview of Shoeboxed's award-winning features:

a. Mobile app and web dashboard

Shoeboxed’s mobile app  lets you snap photos of  paper receipts  and upload them to your account right from your phone.

Shoeboxed  also has a user-friendly web dashboard to upload receipts, warranties, contracts, invoices, and other documents from your desktop.

b. Gmail receipt sync feature for capturing e-receipts

Importing e-receipts to your Shoeboxed account is as easy as syncing your Gmail with Shoeboxed, using Shoeboxed's special Gmail Receipt Sync feature.

Shoeboxed’s Gmail Receipt Sync grabs all receipt emails and sends them to your account for automatic processing! These receipts are then labeled as Sent to Shoeboxed in your Gmail inbox.

In short, Shoeboxed pulls the receipt data from your email, including the vendor, purchase date, currency, total, and payment type, and organizes it in your account.

Your purchases will even come with images of the receipts attached!

c. Expense reports

Expense reports let you view all of your expenses in one cohesive document. They also make it simple to share your purchases with your accountant.

You can also choose certain  types of receipts  to include in your expense report. Just select the receipts you want to export and click “export selected.”

d. Search and filter

Call up any receipt or warranty in seconds with advanced search features.

Filter receipts based on vendors, date, price, currency, categories, payment type, and more.

e. Accounting software integrations

Export expenses to your  accounting software  in just a click.

Shoeboxed integrates with 12+ apps  to automate the tedious tasks of life, including QuickBooks, Xero, and Wave Accounting.

f. Unlimited number of free sub-users

Add an unlimited number of  free  sub-users to your account, such as family members, employees, accountants, and tax professionals.

g. Mileage tracker for logging business miles

After you sign up for Shoeboxed, you can start tracking miles in seconds:

Open the Shoeboxed app.

Tap the “Mileage” icon.

Click the “Start Mileage Tracking” button.

Whenever you start a trip, Shoeboxed tracks your location and miles and saves your route as you drive.

As you make stops at stores and customer locations, you can drop pins to make tracking more precise.

At the end of a drive, you’ll click the “End Mileage Tracking” button to create a summary of your trip. Each summary will include the date, editable mileage and trip name, and your tax deductible and rate info.

Click “Done” to generate a receipt for your drive and get a photo of your route on the map. Shoeboxed will automatically categorize your trip under the mileage category in your account.

h. The Magic Envelope

Outsource your receipt scanning with the Magic Envelope!

The  Magic Envelope  service is one of Shoeboxed's most popular features, particularly for businesses, as it lets users outsource receipt management.

When you  sign up for a plan that includes the Magic Envelope , Shoeboxed will mail you a pre-paid envelope for you to send your receipts in.

Once your receipts reach the Shoeboxed facility, they’ll be digitized, human-verified, and tax-categorized in your account.

Have your own filing system?

Shoeboxed  will even put your receipts under custom categories. Just separate your receipts with a paper clip and a note explaining how you want them organized!

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How to create a basic expense report

A well-organized expense report in Google Sheets ensures accurate and efficient financial tracking .

By following these straightforward steps, one can establish a custom expense report suited for individual or business needs.

1. Set up the spreadsheet

The initial step involves opening Google Sheets and either choosing a predefined template or creating a new spreadsheet.

Choose between a monthly expense report template or a weekly expense report template, depending on your bookkeeping cadence.

For a custom report, one should start by labeling the first row with headings that will organize the data, such as Type of Expense, Payment Date, Category, Amount, and Notes (expense details section).

2. Create expense categories

Defining clear expense categories is crucial to tailor the report for specific expense monitoring.

These categories could be as diverse as Travel, Accommodation, Meals, Transportation, and Miscellaneous . They should be listed down the first column or in a drop-down menu for efficient data entry and categorization.

By customizing your expense categories, you can tailor your expense spreadsheets to your specific industry. For example, check out the following spreadsheets for truckers , Airbnb hosts , lawn care specialists , real estate agents , etc.

3. Make date and amount columns

Subsequent columns should be dedicated to the date of the expense and the amount spent.

Format the date column to ensure consistency (e.g., MM/DD/YYYY), and the amount column should be formatted as currency.

To maintain clarity, each expense entry should be in a new row with the corresponding date and amount.

What are some advanced features to add to an expense report template in Google Sheets?

Google Sheets offers robust capabilities to enhance the efficiency and precision of expense report management.

1. Automate calculations

Google Sheets simplifies the expense reporting process with automatic calculations.

Users can apply functions like SUM to tally expenses, or AVERAGE to find the mean expense amount over a period.

Array formulas can automatically update calculations across ranges when new entries are added, reducing the need for manual updates.

2. Integrate formulas

Using integrated formulas, expense reports become dynamic and adaptable.

For example, the VLOOKUP or INDEX MATCH functions help categorize expenses, pulling data from predefined categories.

Expense trackers can also utilize conditional formatting to highlight anomalies or overages, and custom scripts offer possibilities for personalized automation and enhanced reporting features.

3. Create charts and graphs

To create a chart in Google Sheets, one selects the relevant data and navigates to the Insert menu, choosing Chart.

This action generates a chart that can be customized to suit different needs.

For example, they may use a pie chart to visualize the proportion of categories within total expenses or a line chart to observe spending trends over time. 

4. Add data insights

Gleaning insights from expenses incurred hinges on the effective use of features like Pivot Tables and Conditional Formatting.

The user can employ pivot tables to summarize large data sets and uncover patterns, such as identifying the highest expense categories.

Conditional formatting can be applied to spotlight outliers or expenses exceeding a certain threshold.

5. Set permissions

Google Sheets ensures that users can control who accesses the expense report by setting permissions.

Users can assign different levels of access—view, comment, or edit—to team members based on their roles.

For example, an employee might have edit access to input their expenses, while a manager might only need view access to approve the report.

To set permissions, one goes to the ‘Share’ button on the upper right and then selects specific people to share the document with, choosing their respective permission levels from the dropdown.

What are some best practices for creating expense report templates?

When managing finances using a Google Sheets expense report template or an Excel business expenses template , precision and consistency are key. Implementing best practices ensures the data's integrity, streamlining the expense tracking process.

1. Validate early and often

Data validation is essential for maintaining accuracy in an expense report.

Utilizing dropdown menus and predefined formats within Google Sheets can limit data entry errors.

For instance, setting up categories for expenses such as travel , meals, and office supplies , helps in organizing expenses effectively.

The addition of data validation rules reduces the likelihood of miscategorization and typos.

Some templates, like those provided by Smartsheet , come with these features built-in, enhancing data consistency.

2. Update regularly

Maintaining a Google Sheets expense report template requires regular updates.

It’s important to record transactions as soon as they occur to keep the financial records up-to-date.

This practice not only assists in accurate bookkeeping but also allows for real-time budgeting and financial analysis.

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Join over 1 million businesses organizing & scanning receipts, creating expense reports, and reclaiming multiple hours every week—with Shoeboxed.✨

An expense report template in Google Docs is a great way to keep your business on track and sticking to a company budget.

There are many free templates that businesses can use, including tax expense spreadsheets. However, simply having a template doesn't mean that it will be used. Drawbacks of a template-based approach include the need for manual data entry, which may prevent employees from turning in reports in a timely manner.

If you've struggled in the past with tracking down receipts and getting employees to do their expense reports and are ready to save time and effort, consider using Shoeboxed! Free up your employees to work on high-level tasks instead of inputting expenses!

About Shoeboxed!

Shoeboxed is a receipt scanning service with receipt management software that supports multiple methods for receipt capture: send, scan, upload, forward, and more!

You can stuff your receipts into one of our Magic Envelopes (prepaid postage within the US). Use our receipt tracker + receipt scanner app ( iPhone , iPad and Android ) to snap a picture while on the go. Auto-import receipts from Gmail. Or forward a receipt to your designated Shoeboxed email address.

Turn your receipts into data and deductibles with our expense reports that include IRS-accepted receipt images.

Join over 1 million businesses scanning & organizing receipts, creating expense reports and more—with Shoeboxed.

Try Shoeboxed today!

Turn business receipts into data & deductibles

Join over 1 million businesses scanning receipts, creating expense reports, and reclaiming multiple hours every week—with Shoeboxed.

Expense tracker template in Google Sheets

Keeping on top of your team’s spending is a key part of budgeting and business management. Rather than waiting to collect a pile of receipts at the end of the month (and possibly getting a nasty shock at how much money your employees have spent), it’s good to keep track of expenses over time.

Many small to medium-sized businesses don’t have a formal system for submitting and reimbursing expenses. Often, staff will simply submit a pile of paper receipts or send an email with an uploaded image attached.

For accountants, keeping track of receipts and reimbursements can be a nightmare. It’s more efficient to have all of that information centralized in one place, online. Although there are specialist expenses tools available for this there’s no need to spend money expensive dedicated software. Instead, consider Sheetgo’s Expense tracker template in Google Sheets.

Why use Google Sheets to manage expenses?

• Flexible: Online spreadsheets allow you to create a versatile expenses submission and tracking system that’s customized to your business. You can adapt and expand the system over time, without any coding skills.
• Accessible: As Google Sheets is cloud-based, your colleagues can submit expenses from their laptop or mobile at any time, even when they’re on the road. Admin staff can process expenses quickly and easily, without any special software.
• Compatible with everything: Every piece of software integrates with Google Sheets. As a result, you can easily import data from other areas of the business, giving you everything you need in your Google Sheets.
• Easy to use: It’s likely that your entire team can already use spreadsheets so rolling out the system is straightforward. A Google Sheets expenses solution is future-proof and easy to maintain.

Sign up for Sheetgo and start tracking your expenses automatically

Looking for a basic expense tracker template instead, how to get started.

Sheetgo’s spreadsheet-based workflow template is a pre-built system for automated expense tracking that can be used by any business.

The template lets team members submit their expenses quickly and easily while giving managers an up-to-date overview of spending in the master sheet and dashboard:

What is a spreadsheet-based workflow template?

Whereas a regular spreadsheet template is a single file containing tables, charts, layouts, and formulas, a Sheetgo workflow template is a complete system.

It’s a group of interconnected Google Sheets that exchange data between them. This enables you to share data with others while working autonomously in your own individual file.

A spreadsheet-based workflow template gives you:

• Organization and data privacy: Each file is dedicated to one single task, which keeps data secure and separated. Employees submit expenses in their own spreadsheet and keep an eye on their spending in their personal dashboard. Data from all the individual spreadsheets flows into the master sheet, so only the manager can see everybody’s expenses.
• Scalability: Google Sheets has a powerful sharing function but multiple people working in the same spreadsheet can make the file heavy and slow. Separating data into individual spreadsheets keeps the system working smoothly. When you need to expand the template, simply duplicate one of the Individual Expenses spreadsheets and share it with the new employee.
• Integration: As well as allowing you to import data from other software packages, a spreadsheet-based workflow allows managers to merge data from departments. In a few clicks, you can connect your expenses workflows with your budget workflow (or those from other departments) to generate directors’ reports.

Every employee gets their own personal dashboard to track their expenses.

What you get with this template:

When you install the Sheetgo Expense tracker template , four Google Sheets files with ready-made Sheetgo connections are saved to your Google Drive:

• Three Individual expenses spreadsheets. Share these files with the team members who will submit expenses and make as many copies as you need for additional staff. Each employee uses their copy of this spreadsheet to submit expenses, share receipts, and monitor their own spending.
• One Team Expense tracker master sheet, for the administrator or company accountant. In this file, they receive expenses submissions from across the company. In the automated dashboard, they get a visual overview of expenses per day, month, expense type, and individual.

How to install the workflow template

Click on the button below to install Sheetgo’s Expense Tracker template.

• Login to Sheetgo with your Google, Microsoft, or Dropbox account.
• Click Install template .
• Wait a few moments while Sheetgo creates copies of the files and connects them.

How the template works

The Team expense tracker master sheet opens inside Sheetgo. Take a look at all the files to familiarize yourself with the template. You will find that the spreadsheets contain sample data to demonstrate how the template works. Just delete or overwrite this information when you start using the template.

How to use the Expense tracker template

Step 1: share the individual expense tracker files.

From inside Sheetgo, go to Files or Workflow .

Click on one of the Individual expense tracker files to open it inside Sheetgo.

Step 2: Colleagues enter their expenses

Start tracking your expenses automatically

Step 3: transfer the data.

Once your colleagues have started updating their spreadsheets, you want to import that data into the manager’s master sheet.

The Sheetgo connections now pull data from all the Individual expense tracker spreadsheets straight into the master sheet.

You can see this data in the Consolidated expenses tab and quickly check how much each team member is spending.

As you will notice, this tab has a padlock icon. That’s just to remind you that this is a connected tab, pulling data from the other files — so don’t try to edit this tab.

There are also some hidden tabs in this file. These contain formulas to prepare the data for the dashboard.

Step 4: Adjust the settings (optional)

The charts in the master sheet dashboard are configured to display expenses data from the past year. To adjust this, just enter the number of days in the white box on the dashboard.

You will also notice that the template contains 7 options for Type of expense. These are Air & Transport, Lodging, Fuel, Meals & Tips, Phone, Entertainment, and Other.

If you want to change these options, go to the Consolidated expenses tab in your Team expense tracker (master sheet).

Select a range of cells in Column E (Type of Expense) and click on Data Validation .

Edit the criteria next to List of items and click Save .

The next time you update the workflow, this data will be sent to the Individual Expense Tracker files. The new list will be available via the dropdown menu in each spreadsheet.

Step 5: Automate the workflow

Once your colleagues are regularly submitting their expenses into their spreadsheets, there is no need to run the workflow manually. Instead, you can schedule automatic transfers to run at regular intervals.

How to add more Individual files to the workflow

Adding another colleague to the Expense   management workflow is pretty straightforward. Simply copy one of the Individual expense tracker files and connect it with new Sheetgo connections.

Here’s how to do it:

• Go to your Google Drive > Sheetgo Templates > Expense tracker .
• Copy one of the Individual expense tracker files by right-clicking on Make a copy .
• Rename the file as appropriate.
• Open Sheetgo and go to your Expense Tracker workflow > Connections .
• Click on the 3-dots menu ( ⋮ ) Edit.

Under Source data > Multiple files , you will see a list of the three files that are already connected as part of the template.

• Click +Add another source file .
• Locate the new file you have just created inside your Google Drive.
• In the FILE TAB box, select Expenses . This is really important to ensure that you import data from the correct tab (sheet) in the spreadsheet. 
• Click Finish & Save .

In the workflow view, you will see that there are now 4 Individual files connected to the master sheet.

If you have multiple employees and a lot of timesheets, you can also use Sheetgo to consolidate data from an entire folder of spreadsheets.

This enables you to automate another step of the process. By simply dropping a new Individual expense tracker file into the folder, it will automatically be included in the workflow.

Build a complete accounting system in Google Sheets

To create a more advanced system, you can customize the template further or link it to other company workflows such as your budget monitoring or cash flow system.

If you’d like to explore a ready-made solution to streamline your business, check out Sheetgo for Finance .

Share with your manager

If you’re not personally responsible for expense tracking, share this article with your manager so they can set up the workflow template in your company.

Automate your finance management

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4 Free Google Sheets Itinerary Templates To Plan Your Trip

• Last updated April 25, 2023

Traveling can be stressful, especially when you don’t have a laid-out plan on how to spend your time at your destination. You’d be stressing over your accommodation, things to bring, where to eat, and other similar details. If you’re on a business-related trip, how to manage your projects  at your target location is another thing to consider.

Putting all of these factors into one Google Sheets itinerary template allows you to use your time more efficiently and is less taxing on your mind. So follow along as we explore four types of the best itinerary templates you can use to plan your trip way ahead.

Table of Contents

4  Itinerary Templates on Google Sheets for Better Planning

1. business trip itinerary template.

Get the template here: Business Trip Itinerary Template  

When going out on business trips, you want to keep your travels as organized as possible. This lets you reach your destinations within the correct schedule, which respects the time of both you and the people you’re going to meet.

Setting up an itinerary starting from your departure flight to your lodging details are some ways you can arrive quickly and safely at your business trip location. By detailing your flight schedule, which hotel room you’re going to stay in, and your business agenda , you can make your business trip a success.

You can do this easily with a business trip itinerary template that lets you record your flight information to and fro, your to-do list (e.g., the conferences and meetings you need to attend there), and your accommodation.

2. Basic Google Sheets Travel Itinerary Template

Get the template here:  Basic Google Sheets Itinerary Template  

You can also use itinerary templates for just about any planned journeys you’re going to do in the future. If your travel is not entirely business-related, you might want to look for a general-purpose Google Sheets trip planner template that still lets you record the important details.

Our basic itinerary template features four sections dedicated to your flight details, hotel reservations, your task list , and important notes. Of course, it lets you organize your to-do list by date, time, and location too.

3. Packing List Itinerary Template

Get the template here:  Packing List Itinerary Template  

One of the most crucial details that you shouldn’t forget for your journeys is your packing list unless you’re ready to buy your supplies abroad. Well, you can actually make one by listing all the things you think you’ll need on a piece of paper. But, putting them in an itinerary template spreadsheet does have its advantages.

For one, it’s easily accessible on your computer as long as you’re connected to the internet. This makes it easy for you to keep a check on the things you bring to your destination and notice if anything goes missing.

Using our packing list itinerary template, you can detail the usual weather and temperature there to decide what you should and should not put in your luggage. If you’re visiting multiple locations in your destination country or state, you can also categorize the essentials to bring.

4. Day by Day Travel Itinerary

Get the template here: Day by Day Itinerary Template  

One of the best practices that you’d want to apply in making your itinerary is detailing your activities per day. This allows for efficient time allocation and ensures that you finish the things that you need and want to do within your travel schedule.

It would be helpful to list the time and location of your to-dos ahead of time, plus the places where you can fill your belly. But this aside, you also want to detail how much time you’re giving yourself in a particular location as well as the essentials that you’d need to bring with you.

Why Use an Itinerary Template?

While itinerary templates serve little purpose on occasional daily trips around your town, things are different when you go on cross-state and international travels. Using our templates to plan ahead of time lets you maximize the following benefits:

• Allocating your time:  Your itinerary would usually include how long you’d spend on a particular place, together with surplus time to avoid schedule conflicts. This makes your trips more flexible and manageable.
• Prioritizing the places you need to visit:  Business trips for team building and general vacations come with numerous places to visit. By listing all of them in a trip planning spreadsheet template, you can rearrange them according to their importance or to your preferences.
• Better budgeting: Since you are anticipating every place you’ll go to, you can plan your finances more clearly and effectively. Itineraries also let you note all the things you need to bring, as well as the food and lodging, which helps you budget.
• Knowing what to bring and do:  You would be anticipating everything about your destination — the weather forecasts, customs, and similar factors. Itinerary templates usually have dedicated fields for these notes.
• Ease of travel: By setting up your planned trip, you have the opportunity to optimize your route. This allows you to arrange an easier and more comfortable journey, whether you want to visit the places near your main destination or travel in a loop.

What Should a Good Google Sheets Itinerary Template Have?

The standards actually vary depending on the institution you belong to (for business trips) and your preferences (for personal vacations). But here are some categories and fields that you’d like to look for in a travel spreadsheet template:

• Flight and transportation details:  This is the most important field as it tells your time and date of departure and arrival, your airline and airport, and other relevant information.
• Scheduled activities:  This is the essence of an itinerary — you want to plan out your activities over the duration of your journey. On top of that, it should also contain fields for location, time, date, and landmarks for better navigation of the locale.
• Accommodation details:  While you can arbitrarily choose a hotel for your stay, there’s the risk of not getting good lodgings. Therefore, you want to book a room way ahead of your trip and record your lodging details.

Frequently Asked Questions

1. does google have a planner app.

Google has no dedicated application for your vacation plans and business trips. Although it did launch a mobile software for this purpose back in 2016, known as Google Travel (or Trips), the application has been officially shut down in August 2019. The great thing, though, is that most of its features have been integrated into the Google Maps app.

2. Does Google Have an Itinerary Template?

Indeed, Google does have two itinerary templates you can use for your plans under Google Sheets. One is a general travel planner, while the other lets you decide on the best destinations you can visit. But of course, if you find these two unsuitable for your taste, you can always create one yourself or download any of our free templates above.

Wrapping it Up

Readying your flight details, hotel lodgings, agenda, and luggage essentials in one Google Sheets itinerary template makes for stress-free and time-efficient international trips, whether it’s for business or personal enrichment.

Make sure to read our other blogs  for more tips on how to use Google Sheets in your daily life.

• Free Trucking Expenses Spreadsheet Template + Guide 
• 3 Useful Retirement Planning Spreadsheet Templates
• How to Password Protect Google Sheets: Free Template!
• Free Mileage Log Template for Google Sheets
• Free Easy to Use Timesheet Template for Google Sheets
• Volleyball Statistics Spreadsheet: Free Template
• How to Create a Trip Planning Spreadsheet [Free Templates]

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Home » Google Sheets » 9 Free☝️ Google Sheets Business Expense Templates

• Updated: August 23, 2023

9 Free☝️ Google Sheets Business Expense Templates

Having trouble tracking your business expenses? You’re not alone. Keeping tabs on every single penny that goes in and out of your business can be a daunting task.

The complexity of managing receipts, invoices, and bills can quickly become a nightmare, leading to financial disarray. This is where Google Sheets comes in handy. But how do you leverage this tool to manage your business expenses effectively?

The answer lies in using a Google Sheets business expense template. In this blog post, we will introduce you to 9 free Google Sheets business expense templates that will help you organize your finances, save time, and make expense tracking a breeze. So, say goodbye to the financial chaos and embrace the efficiency and convenience of these templates.

1. Free Downloadable Business Expense Template

Designed by Smartsheet

Open in Google Sheets 

Enhance your financial tracking with our Free Downloadable Business Expense Template on Google Sheets. Ideal for small business owners, this easy-to-use template allows you to record and track your business expenses in a systematic way.

With provision for details such as Employee ID, Department, Manager, Pay Period, Purpose and Statement number, it ensures that every business expense is accounted for and properly categorized into sections like Air & Transit, Lodging, Fuel, Phone, Meals & Tips, Entertainment, and others. 

For added convenience, there is a designated area for attaching digital receipts, thereby reducing paperwork and making expense auditing seamless and efficient. Whether you need to reimburse employee expenses or monitor your department’s budget, this comprehensive and interactive template simplifies the entire process.

It even offers a disclaimer area and provides a Clean “For Office Use Only” segment for any specific notes or instructions. Embrace financial clarity for your small business with our smart expense report template.

2. Monthly Business Expense Template

Looking for a way to efficiently track and manage your business expenses? The Monthly Business Expense Template by Smartsheet is just the tool you need! 

This comprehensive Google Sheets template allows for detailed tracking of a wide variety of expenses, from housing and utilities to personal expenses and transportation. It features an easy-to-understand layout with sections for each month of the year. Each month has subsections for various expense categories like housing, food, transportation, and others. To use the template, simply enter your expenses under the appropriate categories and month tabs. The spreadsheet calculates the year-to-date total automatically so you can easily track your spending throughout the year.

With this template, you’ll be able to see all your expenses at a glance, make necessary adjustments, plan your budget, and make financial decisions with confidence. Ideal for small business owners, this tool is a great way to keep your finances organized and your business on track. Give it a try!

3. Detailed Budget Expense Template Business

The “Detailed Budget Expense Template Business” is a Google Sheets template designed by Smartsheet. It is a comprehensive tool for businesses to track and manage their budget and expenses. The template provides a clear and organized structure with sections for each month of the year, as well as a year-end summary.

The template includes separate sections for income and expenses, allowing users to input their budgeted amounts and actual amounts for each category. It also calculates the difference between the budgeted and actual amounts, providing an overview of whether the business is over or under budget.

The income section includes categories such as operating income, with subcategories for different sources of income. The expenses section includes categories such as operating expenses, payroll, and office expenses, with subcategories for specific expense items.

Overall, the Detailed Budget Expense Template Business is a useful tool for businesses to track and analyze their financial performance, helping them make informed decisions and stay on top of their budget.

Open in Google Sheets

4. Small Business Expense Report Template

Designed by HubSpot 

The Small Business Expense Report Template, designed by HubSpot, is a Google Sheets template that helps small businesses track and manage their expenses. The template includes the company’s name, address, and contact information at the top for easy identification. 

The main section of the template is dedicated to recording expense details. It starts with the expense report period, indicated by the start and end dates. 

Below that, there is a table with columns for the employee’s name, employee ID, and department. This information helps to identify who incurred the expense and their respective department. The next columns are for the manager’s name and the purpose of the expense. This allows the manager to approve and verify the reason for the expense. 

The subsequent columns include the date of the expense, the expense category (e.g., flight, hotel), a description of the expense (e.g., flight number, hotel name), any additional notes, and the amount spent. 

At the bottom of the template, there is space for the employee’s signature and the date, indicating their acknowledgment of the reported expenses

Overall, the Small Business Expense Report Template provides a structured and organized format for small businesses to track their expenses, ensuring transparency and accurate record-keeping.

5. Business Expense Policy Template

Designed by Vertex42.com

The Business Expense Policy Template, designed by Vertex42.com, is a Google Sheets template that helps businesses track and manage employee expenses.

It includes sections for employee information, expense period, manager details, business purpose, itemized expenses, subtotal, cash advance, total reimbursement, employee and approval signatures, and a reminder to attach receipts. The template also provides a list of expense categories for easy categorization of expenses.

6. Annual Business Expense Report Template

This Annual Business Expense Report Template, provided by HubSpot, is a comprehensive tool for planning and tracking business income and expenses throughout the year. This Google Sheets template lets you visualize your financial transactions in one place, enabling strategic financial planning and management.

The template’s layout includes an “Expenses” and “Income” tab that allows you to break down your income and expenses by categories such as customer acquisition, office/general administrative costs, travel, legal, insurance, taxes, and more.

Moreover, the averages and totals for each category are automatically calculated and reflected in the “Summary” tab, providing a quick overview of your financial standing. With this tool, you can effectively monitor your business’s financial health, enabling more informed budget-related decisions.

7. Contractor Business Expense Template

Designed by Keeper

The Contractor Business Expense Template, brought to you by Keeper, is an excellent resource specially designed for freelancers and self-employed individuals.

This Google Sheets template allows you to accurately and efficiently track and categorize all your business expenses for the entire year, making tax filing a breeze. With dedicated sections for various Schedule C expense categories like advertising, car expenses, contract labor, office expenses, and more, you’ll never miss out on a tax-deductible business expense.

Additionally, it offers a separate tab for grouping “Other Expenses”. Not just that, it also provides a note section to remind you of specific rules associated with certain deductions. The Contractor Business Expense Template is a powerful tool to keep your finances organized and maximize your tax deductions.

8. Business Expense Ledger Template

Adapted from an Excel Template by Smartsheet

Designed for business owners and freelancers, the “Business Expense Ledger Template” by Smartsheet is a comprehensive Google Sheets template designed to track and manage your business expenses with tension-free ease.

This accessible, user-friendly template enables you to monitor your company’s spending on a more intimate level. It features categories such as air and transportation, lodging, fuel mileage, meals, entertainment, and more. Each section allows for a date and description, making it easy to recall specific details of each expense.

You can input the purpose of each expense report and also specify the pay period, making this template ideal for both weekly, monthly, and even yearly use. Each category automatically totals up, making it simple to keep track of your expenditures.

Moreover, it allows for the important section to attach receipts and itemized expenses, facilitating supporting documentation and making taxing processes simpler.

So why wait? Streamline your business expense tracking with the SMART “Business Expense Ledger Template”. By being atop your outflows, it’s easier to make strategic decisions for your business’s growth and financial health.

9. New Business Expense Template

Designed by Spreadsheet Daddy

A new business owner can face daunting financial complexities. Catering to such needs, this Google Sheets Template provides an efficient layout to record, plan and manage a company”s year-round expenses.

The template revolves around a systematic classification of costs into various categories, such as Employee Costs, Office Costs, Marketing Costs, and Training/Travel.  Each expense category is further divided into multiple subcategories to ensure detailed budget tracking. 

The user-friendly design enables the tracking of monthly and yearly finances, providing an invaluable snapshot of a company’s financial situation. Whether you need to keep an eye on wages, training costs, or office lease payments, this template makes tracking and planning easier and more organized.

This template, designed by Spreadsheet Daddy, is ideal for new business owners who want to ensure their organization’s financial health and growth. Get your hands on this “New Business Expense Template” and embark on your entrepreneurial journey with confidence.

How to Make a Google Sheets Business Expense Template

Tracking business expenses in Google Sheets can help you stay organized and keep a record of your financial transactions. Here are some steps you can follow to create your template: 

Step 1 . First, fill in the template with the information you need.

Step 2 . Next, select your text, then use the toolbar to change the font size, style, color, etc.

Step 3 . Select the cells you need to color, click on the Fill colo r icon, and choose a color from the palette you like.

Step 4 . Click on the Borders icon, after selecting the cells, and adjust the border”s color, style, and type.

Step 5 . Finally, click on a blank cell, type the formula you need, and press Enter . (You can use formulas to calculate the total amount of your expenses, such as SUM or AVERAGE.)

Voila! Here is what happened!

How do I track business expenses in Google Sheets?

Tracking business expenses in Google Sheets is straightforward. First, create a new sheet and label the columns with categories such as “Date,” “Description,” “Category,” and “Amount.” Then, as you incur expenses, record the details in the appropriate columns. You can also use Google Sheets’ built-in formulas like SUM to calculate the total expenses and AVERAGE to find the average expense. For enhanced visualization, you can create graphs or charts based on the entered data.

How do I create an expense sheet for my business?

Creating an expense sheet for your business involves setting up a structured template in a spreadsheet program like Google Sheets. Start by opening a new sheet and adding column headers for information like “Date,” “Description,” “Category,” and “Amount.” Customize the sheet”s appearance by adjusting the font, cell colors, and borders. To facilitate calculations, add formulas in cells to automatically calculate the total or average of your recorded expenses. Once the template is set up, you can easily update it with new expenses as they occur.

Excel Expense Report Template

An Expense Report is an organized way for businesses and their employees to track and report their expenses for business-related trips and events. The expense report is usually a printed form or a spreadsheet that is filled out and kept for accounting and tax purposes. Because of this, it is especially important to track any expenses that are tax deductible.

For a quick solution , instead of making your own expense report in Excel or Google Sheets, download and use one of our free Expense Report Templates below. Easily customize the spreadsheet by adding your company information and other details, then share the file with your employees.

Important Note for Employers : When your employees use a travel expense report, they should also submit copies of receipts along with the report so you can keep adequate records for tax purposes. We've included the note "Don't forget to attach receipts" in these spreadsheets to help serve as a reminder.

Travel Expense Report Template

License : Private Use (not for distribution or resale)

Description

Report your travel expenses , especially those that are tax deductible, with a simple and easy-to-use spreadsheet. This report template includes separate columns for common types of expenses. It also includes a table for recording detailed itemized expenses, such as a break-down of your meals or transportation expenses.

Simple Expense Report Template

The Simple Expense Report template uses one column for all expense types. The expense type can be selected from a drop-down that is easy to customize. There is also a designated place to specify the rate for mileage reimbursement.

For a blank, printable expense form that you can fill out by hand, simply remove the sample data and fill in the information you want printed.

Update 5/7/2020: I've added a new worksheet to this version of the expense report that lets you mark specific expenses "to be reimbursed" in case you use both a company card as well as personal money. Place an "x" in this column (or check the box in the Google Sheets version) if you want the amount to be added to the "Amount to Reimburse" total.

What business travel expenses are tax deductible?

Some of the most common tax deductible travel expenses include: flights, car rentals, mileage, uber rides, lodging, meals, tips, dry cleaning and laundry. We've based the expense types in our templates on these common expenses. For an official and detailed list that includes explanations and examples, we highly recommend visiting the Business Travel Expenses page on IRS.gov: https://www.irs.gov/taxtopics/tc511 )

Other Helpful Expense Report Templates

Our Reimbursement Form template is great for general employee expense reimbursements (for non-travel expenses). The Business Mileage Tracking Log lets you keep track of daily mileage for record keeping and reporting. The Weekly Expense Report template provides a way to include more details and more expense categories.

Disclaimer: The information on this page is for general education and not to be used as personal financial or tax advice. If you have questions about taxes or proper reporting procedures for travel expenses, please consult a certified professional.

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Free Google Docs Business Expense Report Templates and Business Expense Trackers

By Andy Marker | April 10, 2023

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We’ve gathered the top Google Docs expense report templates for business-related expenses. We also provide tips for completing them, so employees can quickly be reimbursed once managers approve and submit them to the finance department.  

On this page, you'll find helpful expense report templates in Google Docs format, including a business expense tracker spreadsheet with a section for added details and a daily expense report template with a running total column . Plus, find tips on how to create an expense report using a Google Docs template .

Simple Expense Report Template for Google Docs

Download the Simple Expense Report Template for Google Docs 

This basic expense report form helps simplify the process of documenting your business-related expenses. To expedite the repayment process, enter your employee ID, name, manager’s name, and department, as well as the total amount you should be reimbursed. You’ll be able to enter details about  itemized expenses, including the date, description, and amount of each expenditure. Use the Requested By section to sign and date your expense report, attach all relevant receipts, and submit it to your manager for approval. 

For more business expense report templates in various formats, see this collection of free, customizable business expense report templates . 

For expense report templates for small businesses specifically, check out these free, downloadable small business expense report templates .

Business Expense Tracker Spreadsheet for Google Docs

Download the Business Expense Tracker Spreadsheet Template for Google Docs

Account for all of your business expenditures with this comprehensive business expense tracker spreadsheet template. For each date, enter a description of expenses incurred, and their amounts in their respective categories (e.g., air travel, transportation, fuel/mileage, meals). Each date’s expenditures tally automatically in the Total column, and each line’s amount is calculated in the Total Reimbursement field, minus any advances, so you always know what you’re due. 

For more expense report resources, see this comprehensive Smartsheet expense tracking and report template set .

Daily Expense Report Template for Google Docs

‌Download the Daily Expense Report Template for Google Docs

Accurately track business spending with this simple-to-use daily expense report template. For each expense item, enter the date of payment, method of payment, who it was paid to, a description, and the amount paid. A Running Total column keeps tabs on how much you’ve spent and need to be reimbursed by your company. 

See this list of the most useful Google Sheets expense report templates for more Google-format resources and information.

How to Create Expense Reports in Google Docs

The best way to create expense reports in Google Docs format is to use existing expense report templates. Open the blank expense report, then add the name, date, and expense total in their fields. The template auto-calculates the total amounts.

Use the following step-by-step instructions for how to track your business expanse in a simple Google Docs expense report template.

1. Make a Copy of the Google Docs Simple Expense Tracker Template

Click the Google Docs Simple Expense Tracker template to open it. Click the File menu, then Make a Copy . Rename the Google Docs template with a unique title (e.g., “Miami Sales Convention Expense Report - 202x”) and designate a folder to save the template. Click the Make a Copy button . 

2. Enter the Reporting Details

Click the cell under the Starting Date column, and enter the start date for your business expenses. Click the cell to the right, and enter an end date. In the Purpose column, add any necessary details.

3. Enter the Submittable Information

In the Submitted By section, add a name, title, department, phone, and employee ID number in the corresponding cells. In the Submitted To section, add a manager name, title, and the phone number of the person you submit the expense report to in the corresponding cells.  

4. Enter the Expense Details

In the Expense Details section, add the date you incurred the expense and a description, and enter the cost of the expense in the cell of the corresponding category. For example, enter the cost of a hotel in the Lodging column.

5. Add the Columns of Each Category

• After entering the expenses for each category, add each column and enter the total in the corresponding cell at the bottom of the Expense Details section.  

• Once all totals are entered, add a subtotal, enter the amount of any advances, and subtract it to get the total. Enter the final total due in the Total Travel Expenses Reimbursement column. 

6. Print the Google Doc Expense Sheet, Attach Receipts, and Sign It

• Attach all receipts related to your business expenses. At the bottom of the template, add your name, signature, and date.
• Submit your expense report to your manager or finance department to authorize your expenses and to reimburse you. 
• Attach all receipts related to your business expenses.
• Submit your expense report to your manager or finance department to authorize your expenses and to reimburse you.
• The individual authorizing your expense report should use the Authorized By section fields to authorize your business-expenses reimbursement.

Easily Track and Submit Business Expense Reports in Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

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Available Spending Money Report for Google Sheets

• Functions: Budgeting Expenses

About the Available Spending Money Report Spreadsheet

The Spending Money sheet aims to simplify budgeting. It helps you understand exactly how much discretionary money you have to spend without dipping into funds for fixed or obligatory expenses like rent and utilities.

You only add in the things you know you’ll have to pay for or want to have a cap on to make sure the money is set aside and available for those items.

Many folks who used the Level Money app will find this budgeting style familiar. We like it because it puts less pressure on new (or seasoned) budgeters to set and rigidly stick to a target.

Obligatory money is set aside, and there’s flexibility throughout the month about where the rest of your money goes.

The sheet calculates your estimated cash flow (income – expenses) based on your estimated values. Keep in mind the cash flow estimate doesn’t factor in your actual spending so this is also an indication of how much money you’ll have left over to spend based on your estimated income and fixed/tracked expenses.

Support & Documentation

View documentation for the Spending Money Report here the Tiller Community

Powered by Tiller

This template is designed for spreadsheets powered by Tiller , the only personal finance service based on Google Sheets and Microsoft Excel.

The best way to use this template is by trying Tiller free for a month. Your card isn't charged until the end of your trial, and you can easily cancel anytime. Any data and templates you download during your trial are yours to keep.

See the FAQ to download this template without a free Tiller trial.

This is a free template built by a member of the Tiller Community. While it’s free for anyone to use, it’s designed for spreadsheets  automated by Tiller . Additionally, it’s recommended for use within the  Foundation Template .

Tiller is the only automated personal finance service for Google Sheets and Microsoft Excel. Tiller automatically imports your daily spending, income, and balances in your spreadsheets, so you can see all your finances in one place and manage your money, your way.  Learn more →

Unless otherwise noted above, this free template is installed with the Tiller Community Solutions add-on for Google Sheets. It's an easy way to browse and install dozens of free, prebuilt sheets for tracking budgets, debt payoff goals, net worth, savings, and more, all from the Google Sheets sidebar.

This template for Excel works best when installed in Tiller’s  Foundation Template .

Visit the  Tiller Community  with any questions about this template.

Start the discussion at community.tillerhq.com

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