Free Template
Expense Form Template (Excel)
Download a free, ready-made Excel expense form template for employee claims, with category, receipt number and amount fields. No sign-up required.
What is it for?
Collect employee expenses in one standard form
An expense form lets an employee declare the spending they made on the company's behalf in a given period — meals, travel, accommodation and similar — in a single document. This template comes ready with employee details, date, category, receipt number, VAT and amount columns. The total row is calculated automatically, and signature fields complete the approval step right on the form.
What's in the template?
The form's fields, one by one
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Employee details
Full name, department, cost center, period and approving manager. Who the form belongs to and which budget it books against is clear at a glance.
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Date and category
Each row records the date the expense was made and its category (meals, travel, accommodation, etc.). Category-based totals and budget tracking start with these two fields.
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Description and receipt number
A short description of the expense and the receipt/invoice number. The receipt number is the fastest way to match a row to its document during accounting review.
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VAT and amount
VAT rate, VAT amount and the VAT-inclusive total each have their own column. The total row at the bottom is calculated automatically; signature fields complete the form.
How to use it
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Download and fill it in
Download the template, enter the employee details at the top and add each expense on its own row.
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Attach the documents
Attach the receipts and invoices to the form; check that the document numbers match the numbers on each row.
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Sign and send for approval
Check the total, sign the form and send it to your manager. Once approved, the form goes to accounting.
An Excel form is a good starting point for small teams; as volume grows, collecting receipts, checking them and passing everything to accounting by hand stops scaling. With Masraff, employees photograph the receipt on their phone, the fields fill in automatically and the approval flow moves on its own.
An Excel form stops working as you grow
With Masraff, employees photograph the receipt on their phone, the form fields fill in from the receipt, the spend is checked against company rules and, once approved, it is passed to your accounting system — no file changes hands along the way.
Frequently asked questions
Is this template free, and does it require sign-up?
Yes — it's completely free and requires no sign-up. Click the link to download the file directly, then adapt it to your company and use it.
Which programs can open the template?
The file is in .xlsx format; it opens in Microsoft Excel, Google Sheets, LibreOffice Calc and Apple Numbers. The total row is calculated automatically.
Can I change the fields to fit my company?
Yes. You can freely edit the category names, the cost-center field or the columns to fit your company's process; the template is a starting point.
How can I automate the expense process instead of using Excel?
With Masraff, employees photograph the receipt on their phone, the form fields fill in automatically, and approval and accounting handover run in a single flow. The manual collection and line-by-line checking that Excel requires goes away — you can request a demo via the link on this page.
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