Expense report template

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Expense report template

Fully editable with automated logging.

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Expense report template
Expense report template

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

It is crucial to realize that keeping an organized and accurate record of expenses is essential for any business. Notably, free expense report templates, such as:-

  • The weekly expense report template 
  • Monthly expense report template
  • Employee expense report with mileage template 

The remarkable thing about these templates is they facilitate expense tracking. 

It is evident that they help systematically classify business expenses into different expense types and categories. Moreover, they provide expense totals too. One thing is for sure: By utilizing business-related expense templates, organizations can streamline their expense reporting process.

Understanding the importance of expense report templates

It is well known that an expense report template is crucial for accurately tracking business expenses. 

It is important to mention that these templates simplify the complex process of expense tracking by categorizing expenditures into various expense categories. What’s worth mentioning is it enables an organized calculation of total expenses. 

Specially designed templates like the employee expense report with mileage template also cater to unique business-related expenses. 

It comes as no surprise that expense report templates aid in the following things:

  1. Easy reimbursement
  2. Tracking of receipt 

Why agencies need expense report templates

It is a well-established fact that agencies need expense report templates for efficient expense tracking and management. 

Whether it's a business expense report template, or a monthly expense report template; the cool thing about these tools is they allow agencies to monitor expense totals along with simplifying reimbursement processes. 

Link to Client Management

It is crucial to highlight that the use of an employee expense report with mileage template can specifically address tracking of business-related expenses that involve travel. 

It’s fascinating how the effective use of the expense report templates ultimately leads to more accurate recording and reporting of total expenses!

Benefits of using expense report templates

It is beyond dispute that expense report templates offer numerous benefits to businesses. For instance, they simplify expense tracking, and make expense reporting more efficient by pre-defining expense categories and types. 

It's worth noting that the use of an expense report template can aid in the precise calculation of total expenses. What’s remarkable is it enables businesses to better manage their finances. 

Plus, the noticeable thing about these templates is they aid in tracking business-related expenses.

Exploring free expense report templates

It's significant to note that these templates aid in expense tracking, particularly in differentiating expense categories and calculating total expenses. The noticeable thing about these expense report templates is they simplify the reimbursement process by providing a uniform format for recording expenses. 

Commonly, they allow for detailed recording, such as:-

  • Receipt tracking 
  • Noting various expense types

What’s amazing is it offers an efficient way to manage business expenses.

Key features to look for in an expense report template

Remember that when choosing an expense report template, consider its ease of use. Furthermore, it's essential to understand that an efficient business expense report template will include areas for receipt tracking and total expense calculation. 

The obvious thing about this is it will save time along with reducing potential errors during the expense reporting process. Commonly, the template should also cater to different business-related expenses and provide an option for reimbursement, especially, when using an employee expense report with a mileage template. 

Top four expense report templates

It is a worrying thing that managing your expenses can be a daunting process. 

The cool thing is by using an expense report template, it stands to reason that tracking becomes easier. Usually, these templates have been designed to track all costs associated with business expenses. 

They can be weekly, and surprisingly they can even cater to the specific needs of employees! 

Among the free options you will find:

  • The 'Business expense report template': Obviously, this is perfect for inputting different expense types 
  • 'Employee expense report with mileage template': Note that it is ideal for those incurring business-related expenses that need consideration for distance covered
  • The ‘Weekly or Monthly expense report template’: offering easy expense tracking, and classification into different expense categories

Bonsai Excel expense report templates

Bonsai's Excel expense report templates are a fantastic resource for businesses looking to track all costs associated with their expenses. These templates are designed to be intuitive and user-friendly, allowing even those with minimal accounting experience to keep accurate records of their financial transactions.

Bonsai offers over 500+ ready-to-use templates, including contracts, briefs, proposals, and more, to streamline your business operations. Whether you're an agencies, consultant, or running a professional service, Bonsai has a template that's just right for your needs and industry.

Link to Client Management

These templates can be customized to fit the specific needs of your business. You can add or remove categories, set up formulas to calculate totals automatically, and even integrate them with other financial tools to create a comprehensive financial management system.

Bonsai's Excel expense report templates are more than just spreadsheets; they are a complete solution for expense tracking that helps businesses stay organized, make strategic decisions, and ultimately save time and money.

Microsoft Excel expense report templates

It's well known that Microsoft Excel offers a variety of expense report templates such as: business expense report templates, monthly expense report templates and more.

Inarguably, these templates help users track their business-related expenses quite efficiently by organizing all expense categories neatly. 

It is a fact that features like expense tracking, and expense types make managing total expenses, along with creating expense reports simple and swift. 

The remarkable thing is an employee expense report with a mileage template is available that specifically handles travel and mileage expenses within a company. 

Google Sheets expense report templates

It is beneficial to understand that Google Sheets offers a range of expense report templates to help manage business finances. Importantly, this includes monthly and weekly expense report templates, which are perfect for tracking recurring costs.

It is noteworthy that these templates offer features such as receipt tracking, and automatic calculation of total expenses. 

One thing is clear: The templates allow for the categorization of expenses into various expense types and sub-categories for more detailed expense reporting. The best thing about using Google Sheets expense report templates is they can simplify and enhance the process of managing business expenses.

Smartsheet expense report templates

Consequently, Smartsheet offers a variety of expense report templates to streamline your expense tracking and reporting process. What’s notable is these range from a basic expense report template to more specific ones. 

It is beyond question that this smart tool enables businesses to do the following things:

  • Effortlessly keep track of different expense types
  • Conducting of receipt tracking for optimal accuracy
  • Make sure that all business-related expenses are recorded

By automating these often meticulous tasks, it’s astounding how organizations can spend less time on administrative work! 

Vertex42 expense report templates

It's a well-documented fact that Vertex42 provides a range of expense report templates that have been designed to simplify expense tracking and reimbursement. 

It is important to highlight that these templates make it easy to calculate total expenses and keep track of various expense types. 

To add on, special attention is given to employee expense reports featuring a mileage template. What’s remarkable is they can be invaluable for enterprises looking to streamline their expense reporting and ensure accurate reimbursement. 

It's proven that Vertex42 templates are designed to be user-friendly, and comprehensive that cater to all business expense needs.

How to choose the right expense report template for your agency

One thing is for sure: Choosing the right expense report template for your agency requires consideration of the frequency and types of business expenses. 

If your agency usually tracks costs on a weekly basis, please consider a weekly expense report template. 

However it is reasonable to conclude that if the expenses are tracked monthly; one should opt for a monthly expense report template. Obviously, don’t forget to evaluate the types of expense categories your agency often encounters. 

It's crucial to realize that it is also essential to ensure that the chosen template allows for receipt tracking to ease the reimbursement process. 

What's worth highlighting is “Consider the expense reporting method and the ease of calculating total expenses that the template provides.” As a result, this will help in smooth expense tracking and management of business-related expenses.

Understanding your agency's expense reporting needs

One notable thing is understanding your agency's expense reporting needs begins with identifying the key expense categories and their matching expense types. 

Definitely, this could include business-related expenses like travel or office necessities. It is vital to note that tools like receipt tracking and expense tracking can greatly simplify the process and lead to accurate expense totals. 

It's surprising when properly set up, a comprehensive business expense report template can also facilitate streamlined reimbursement protocols! 

What’s worth mentioning is your template should allow the inclusion of varying types of expenditure.

Comparing different expense report templates

There are no two opinions when it comes to expense reporting– choosing the right expense report template is crucial. Three common ones are as follows:

  • Expense report template of business
  • Weekly expense report template
  • Expense report template for the month

Predictably the business template is useful for categorizing business-related expenses, whereas the weekly one is fitting for detailed expense tracking, and note that the monthly one is ideal for overviewing total expenses. 

What’s obvious is each template differs in expense types, but they all simplify receipt tracking and present organized expense totals. Depending on the complexity of your business expenses, one may set up a more fitting system for expense reporting. Remember, evaluate the type and frequency of your expenses before deciding the template that suits your requirement.

Customizing your chosen expense report template

There is no denying that choosing the right expense report template is crucial for your business. 

Usually, the business expense report template is great for tracking business-related expenses, or even a weekly expense report template for shorter-term tracking. 

What’s worth noticing is your chosen template should primarily serve your needs and make expense reporting as convenient as possible. 

One notable thing is you can consider a template offering features for total expense calculations as well as expense categories for a more comprehensive view of your spending. 

It's significant to note that some templates also offer more specialized features. The noticeable thing is you should make sure that your expense report template supports receipt tracking for better accuracy of your business expenses.

Adding your agency's branding

What’s remarkable about our agency is it provides comprehensive solutions for managing your expenses that include a dynamic expense report template tailored to your business needs. 

Link to Template

Mainly we offer tools for weekly and monthly expense report templates. 

It is beyond dispute that these tools help optimize expense tracking, ensuring no business expenses go unnoticed or unreimbursed. 

Moreover, the best thing about our program is it also includes advanced features for receipt tracking. Through generating real-time expense totals, it is imperative to note that we streamline their approach to handling business-related expenses.

Modifying fields to suit your needs

The remarkable thing is that if you require a weekly expense report template or an employee expense report with a mileage template, you can modify these forms to better suit your needs! 

It is crucial to highlight that adjusting expense categories and types to align with specific business-related expenses can enhance the utility of these templates. Evidently, one can also add fields for more detailed expense tracking, such as:

  • Tracking of the receipt tracking 
  • Expense totals

It's crucial to be aware that using an expense report template ensures consistency in capturing business expenses. The cool thing is this can provide a clearer picture of total expenses. It’s astonishing how templates make expense reporting much more efficient! 

Integrating expense report templates with other tools

It is well known that integrating an expense report template with other tools can streamline your business expense management process. 

What’s worth mentioning is business expenses can vary in frequency. It is widely acknowledged that an employee expense report with mileage template can further sort expense types according to trips made and make the process of auditing and reporting like a walk in the park! 

Linking your expense report template with accounting software

It is essential to acknowledge that linking your expense report template with your accounting software can significantly simplify expense tracking and reimbursement processes. 

If you have been using a monthly expense report template, or an employee expense report with mileage template; the remarkable thing is integrating it into your financial system can help you efficiently monitor business-related expenses in different expense categories. 

It goes without saying that with this integration, one can streamline receipt tracking, and handle different expense types without hassle. 

As a result, one can ensure up-to-date total expenses information and faster reimbursements – making managing your business expenses like a piece of cake! 

Syncing your expense report template with project management tools

One thing is clear: Syncing your expense report template with project management tools can simplify the process of tracking business expenses. 

The cool thing about reimbursement processes is they also become straightforward with real-time expense tracking. What's worth highlighting is all these features ultimately help in the seamless management of business-related expenses, and, certainly, make it a boon for finance and project management teams.

Training your team to use the expense report template

It's an undeniable truth that training one’s team to use an expense report template is crucial in tracking business expenses and ensuring accurate reimbursement. 

To streamline expense reporting, teach the team to appropriately classify expenses using the following guidelines: 

  1. One can use the business expense report template for day-to-day business-related expenses, and interestingly, the weekly expense report template for weekly outgoings
  2. It’s obvious that the monthly expense report template can be used for a broader overview
  3. Don’t forget to focus on correctly identifying expense categories

It’s staggering how the employee expense report with mileage template is particularly useful for those incurring travel expenses! 

Creating a user guide for your expense report template

Generally, to use your expense report template, first input all pertinent data in their respective fields. 

This includes your total expenses, individual expense categories, and receipt tracking. 

The astounding thing about the template is it will automatically calculate your expense totals. 

Next, input the type of business expense in the 'expense types' field. Remember that if the expenditure involves a vehicle, use the 'employee expense report with mileage template'. 

What’s noticeable is this information will greatly influence not only the reimbursement procedures but also the expense tracking for the business. 

Never forget to ensure that you keep a systematic record to maintain a transparent account of your business expenses. 

Organizing training sessions for your team

It is commonly accepted that organizing training sessions for your team can significantly enhance their understanding of the company's expense reporting system. 

Commonly, this includes learning how to effectively use a business expense report template, track receipts, etc.

What’s notable is the training should cover topics such as: 

  • Differentiating between expense types and determining their expense categories.
  • The correct usage of various templates 
  • The Processing of reimbursement requirements for business-related expenses.

With proper training, the great thing is your team will be able to manage and control total expenses which will pave the way for a more efficient business operation.

Conclusion: Streamlining your agency's expense reporting process

It's a well-documented fact that streamlining your agency's expense reporting process is key to efficient financial management. 

One thing is for certain: An easy way to achieve this is through the use of tools such as an expense report template, or even an employee expense report with a mileage template. 

Inarguably, these help simplify expense tracking. What's worth highlighting is keeping a clear record of expense types, total expenses, and receipt tracking facilitates an all-rounded view of your business-related expenses. The remarkable thing about this is it will allow one to make data-driven decisions leading to the growth and profitability of their agency.

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Expense report template

First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.