PDF expense report template
List your business expenses by category to generate a clear PDF expense report, with the total calculated automatically and your preferred reimbursement method indicated. Everything is generated locally, with none of your data sent to a server.
| Date | Category | Description | Amount | |
|---|---|---|---|---|
How it works
Each expense you enter (date, category, description, amount) becomes a row in the PDF's table; the tool adds up all the amounts to show a total at the bottom of the document, along with the reimbursement method you chose and a reminder about supporting documents.
Do I need to attach my receipts directly to this PDF?
No, this tool only generates the itemized summary of your expenses. The note "Receipts to be attached separately" is a reminder to send your tickets, receipts or invoices as separate attachments to your accounting department, following your organization's procedure.
How do I pick the right category for an expense?
Use "Transport" for travel (train, plane, taxi, fuel), "Meals" for business dining, "Lodging" for hotel nights, "Supplies" for equipment or consumables you purchased, and "Other" for any expense that doesn't fit these categories.
Can I prepare an expense report covering several months?
Yes, just adjust the period dates and add all the expense lines you need: if the table gets too long for a single A4 page, a new page is created automatically for the remaining expenses.
Your expenses and amounts stay strictly on your machine: the table and the total are calculated and laid out without any exchange with a remote server.