Free Expense Report Template
BookZero is an AI bookkeeping app for Canadian and US small businesses that reads receipts, invoices and bank statements and files them under CRA or IRS categories. This free expense report template lists each expense with its date, vendor, category, amount and tax, and adds up the totals. Download it in Excel or CSV, or print it.
Add your name and email to download the template in Excel and CSV.
Printable expense report template
The Canadian template with its sample rows. Print this page, or open the download and print it from Excel.
How to fill in an expense report
- Date
- The date on the receipt, written as YYYY-MM-DD so the rows sort in order.
- Vendor
- The business you paid.
- Description
- What you bought and the business reason, such as “Client lunch”.
- Category
- The CRA T2125 or IRS Schedule C line the expense goes on. The Excel file has the list as a dropdown.
- Amount
- What you paid, tax included.
- Tax
- The GST/HST or sales tax inside the amount. In Canada a GST/HST registrant can claim it back as an input tax credit.
- Payment method
- The card, cash or transfer you paid with, so you can find it on a statement.
- Receipt attached
- Yes or No. A row marked No is the receipt to go and find.
- Download the template. Pick the Canada (CRA) or US (IRS) file, in Excel or CSV.
- Add one row per receipt. Replace the sample rows with your own date, vendor, description and amount.
- Pick the category. Choose the tax category for each expense, and split out the tax.
- Check the totals. The totals row adds up the amount and tax columns.
- Keep the receipts. File each receipt with the report, and mark any that are missing.
Expense report template Excel
The Excel file has the column headers frozen at the top, the category column as a dropdown of CRA or IRS lines, and a totals row that sums the amount and tax with a formula. The CSV holds the same columns and opens in Google Sheets, Numbers or any accounting import.
Expense reports for Canada and the US
Each template uses the expense categories from the tax form you file: T2125 for Canadian self-employment income, Schedule C in the US. Meals go in at the full amount; the CRA and the IRS usually let you deduct half.
Canada: CRA T2125
- Advertising
- Meals and entertainment
- Insurance
- Interest and bank charges
- Business taxes, licences, and memberships
- Office expenses
- Office stationery and supplies
- Professional fees
- Management and administration fees
- Rent
- Repairs and maintenance
- Salaries, wages, and benefits
- Subcontracts
- Travel expenses
- Utilities
- Delivery, freight, and express
- Motor vehicle expenses
- Business parking fees
- Capital cost allowance
- Business-use-of-home expenses
- Other expenses
United States: IRS Schedule C
- Advertising
- Car and truck expenses
- Parking and tolls
- Commissions and fees
- Contract labor
- Depreciation and section 179
- Employee benefit programs
- Insurance (other than health)
- Interest
- Legal and professional services
- Office expense
- Rent or lease (vehicles)
- Rent or lease (machinery and equipment)
- Rent or lease (other business property)
- Repairs and maintenance
- Supplies
- Taxes and licenses
- Travel
- Deductible meals
- Utilities
- Wages
- Business use of home
- Other expenses
Skip the template
Snap a photo of each receipt and BookZero fills in the date, vendor, amount, tax and category for you, then matches it to your bank transaction. Export the report whenever you need it.
Snap receipts and let BookZero fill it7-day free trial.