10 Best Expense Report Templates for 2025
Control your money, or your money will control you. Expenses shoot up beyond measure when you don't track them. You need an expense report template for your business and finances.
An expense report template records and tracks expenses, helping you consistently streamline your costs.
In this article, I've compiled a list of the10 best expense report templates you can use in 2025.
What makes a good expense report template?
A good expense report template provides all the essential elements needed to accurately capture and categorize spending, whether for a simple business trip or tracking monthly operational costs.
Here's a breakdown of the valuable components of a good expense report template:::
Employee Information: Fields for name, ID, department, etc., to ensure proper identification and routing.
Reporting Period: Clearly defined dates to match pay periods or project timelines.
Expense Details: Well-organized sections for date, description, category, payment method, vendor, and amount. This ensures consistent data entry and easy analysis.
Pre-defined Categories: Common expense categories (travel, meals, accommodation, etc.) with the flexibility to add custom categories for specific needs. This speeds up entry and improves reporting accuracy.
Currency Options: Ability to handle multiple currencies for international travel or businesses with global operations.
Receipt Capture: Integration with mobile apps or scanning tools to digitize receipts and automatically extract data. This minimizes manual entry and reduces errors.
Software Compatibility: Ability to export data to accounting software or payroll systems for seamless processing and reconciliation.
Expense Summaries: Clear summaries of spending by category, department, or project to provide insights into spending patterns.
Data Visualization: Optional charts and graphs to visually represent expense data for easier analysis and communication.
Review of 10 Best expense report template in 2025
1. Rows Business Expense Tracker
Rows' business expense tracker is a spreadsheet template designed to help small businesses monitor and manage their expenses. With this template, you can categorize your business’s spending, analyze trends, and clearly understand where your money is going.
Here's the sweetest part: this template can connect to your bank account through Rows bank account integration and import live transactions data to automate your monthly cash in/out, expense categories, and other specific transactions.
Once it fetches the data, it automatically aggregates it into the spreadsheet. Additionally, the template features a scheduled data refresh section, which helps you plan when to retrieve new data into your spreadsheet.
That's not all. When you use our template, you'll get access to an AI Analyst that gives answers to all your data-related questions.
How to set up Rows’ business expense tracker
Step 1: Get Started
Visit the template page and click the “Use Template” button to save the template to your workspace.
Step 2: Connect Your Accounts
Securely connect your bank and financial accounts to sync transactions automatically.
Step 3: Customize Your Tracker
Go to the "Categories" page to tailor your expense categories. Review and categorize transactions in the "All Transactions" table. Set your preferred time frames for analysis and reports.
Key Components of the Business Expense Tracker
1. Dashboard
Expense Overview: Instantly view your total expenses by category and month.
Revenue vs. Expense Comparison: Analyze profitability with a clear side-by-side breakdown of income and expenses.
Trends and Insights: Visualize spending patterns with interactive charts and graphs.
2. Expense Categories
Easily track and organize your business expenses across 14 key categories:
Revenue
Supplies & Materials
Salaries & Wages
Rent & Utilities
Marketing & Advertising
Transportation & Travel
Professional Services
Technology & Subscriptions
Insurance
Maintenance & Repairs
Entertainment & Hospitality
Bank & Transaction Fees
Taxes
Miscellaneous Expenses
3. Transaction Management
Automated Data Sync: Seamlessly sync your bank transactions for real-time updates.
Expense Categorization: Automatically classify expenses into predefined categories or create custom ones.
Advanced Filtering: For in-depth analysis, search and sort transactions by date, category, or amount.
Customization Options Editable Categories: Adjust existing categories or add new ones to suit your business needs. Customizable Date Ranges: View financial performance over any time. Team Collaboration: Share and collaborate with team members securely to streamline expense management.
2. Rows personal expense tracker
This template is tailored for individuals looking to track their finance. Like the business expense template, this syncs automatically with your bank account giving you a holistic view of your personal cash flow in and out. Our Personal Expense Tracker is a straightforward spreadsheet designed to help you track your personal finances (income and expenses).
This template provides a structured format for recording revenues, costs, and expenses, ultimately calculating the net savings for the period.
In addition to these basic components, we offer valuable features like automation and an independent AI analyst that can draft out insights and make meaning out of your wise pool of data figures.
So, if you are racking your brain wondering where some money flew to or wondering how you arrived at a net profit figure, our AI analyst analyzes will help you tell you what you need to know. You can only get access by asking relevant questions based on your spreadsheet.
How to set up Rows' personal expense tracker
Step 1: Get Started
Click the "Use Template" button on the template page and save the template to your preferred folder to create your tracker.
Step 2: Connect Your Bank Account
Follow the secure process to connect your bank accounts, allowing real-time updates in the template while keeping your information safe with industry-standard encryption.
Step 3: Customize Your Experience
Choose your date range for analysis.
Open the "All Transactions" table.
Review and categorize transactions.
Go to the "Categories" page to add or adjust categories.
Key Components of the Personal Expense Tracker
This tool comes with several helpful features for managing your finances:
Dashboard
Smart Summary: Instantly see your total income, expenses, and months with the highest costs.
Monthly Balance Overview: View your net position with a clear monthly breakdown.
Cash Flow Visualization: Analyze income and spending through easy-to-read charts.
Comprehensive Transaction Management
Automated Transaction Sync: Directly syncs with your bank accounts to keep data updated.
Category-Based Analysis: Categorizes your spending automatically to reveal patterns.
Top Spending Categories: Highlights where most of your money goes.
Advanced Search: Quickly find specific transactions with a robust search tool.
Customization Options
Flexible Categories: Add or modify categories to fit your unique needs.
Custom Date Ranges: Review finances over any time period.
Personalized Tags: Create tags to organize transactions in a way that suits you.
3. Startup expense report template
An expense report template helps startups to organize their financial records and clearly document their expense tracking. This startup business costs template helps you to estimate how much money you need to get your start-up business up and running safely.
Whether you plan on starting a small business or a larger franchise, you may be surprised at the total start-up cost.
4. Project based expense report template
This template is structured for project basis. It outlines the cost and expenses spent during a project timeline. When using this template, you’ll list the item name, date of payment, amount and other descriptive labels that’ll help the financial team know what each thing is.
5. Travel expense report template
A travel expense report template is a ready-made spreadsheet that provides clear documentation of all travel related expenses ensuring compliance with company travel policies. It features a description of each payment for travel ranging from hotel fees, to dinners, conference registration and other miscellaneous expenses.
6. Employee expense report template
An employee expense report template simplifies the process of tracking and reporting business expenses. Employees can use this tool to record costs incurred while performing their job duties, ensuring accurate record-keeping for reimbursement or tax deduction purposes.
This template typically includes fields for essential information such as the employee's name, the date of the expense, a description of the expense, the type of expense incurred, and the total amount spent.
7. Annual expense report template
With an annual expense report template, you can track your expenses on a yearly basis. This template provides detailed breakdown of expenses across all departments and compares differences in expenses across different years
8. Nonprofit organization expense report template
Nonprofits need to be transparent and accountable to their donors, so it's important they use a documented template to track expenses on events. For nonprofits organising donation events, this template will help draw up a report that accounts for the minute of expenses incurred on an event.
9. Real estate expense template
A real estate expense report template is a valuable tool for anyone involved in the real estate industry, whether you're a real estate agent, property manager, or investor. It helps track and categorize various expenses associated with buying, selling, managing, or maintaining properties.
Agents can enter their expenses under pre-defined categories, and the spreadsheet totals them accordingly, helping realtors make informed business decisions.
10. Weekly expense report template
The Weekly Expense Report Template lets you list your expenses, related payment methods, and the people the amounts were paid to on a weekly basis.
Once you enter the expense description, payment method, the amount paid, and the person to whom the amount was paid, your subtotals for each day get calculated automatically.
Conclusion—Start Using Rows expense templates
All templates on the list serve different purposes. That said, you can start with Rows's business expense report template—without paying a penny. Plus, we offer more advanced automation functionality than other templates on the list.
Whether you want to track your business expenses or your personal expenses, we've got you covered.
Plus, we've been reviewing lots of finance tools lately, you might want to read a few carefully:
