Expense Report

One row per receipt, totalled by category, with the missing receipts counted so nothing stalls reimbursement

✓ No account, no email · ✓ Excel 2016+ and Google Sheets · ✓ Free for commercial use

Expense claims are rarely delayed by arithmetic. They are delayed by the two receipts nobody can find, discovered a week after the claim was filed. This sheet counts those while the claim is still being written, so the gap is closed before it becomes someone else's problem. The category totals are ordinary SUMIFS, which means they keep working when you add your own categories.

What the worksheet looks like

The actual columns, with sample rows

Expenses sheet: one row per receipt, with the receipt itself tracked as a column.
A	B	C	D	E	F	G
1	Date	Category	Description	Amount	Reimbursable	Receipt
2	2026-01-14	Travel	Train, Paris to Lyon, client visit	86.40	Yes	Yes
3	2026-01-14	Meals	Lunch with client	34.00	Yes	No
4	2026-01-19	Software	Annual licence renewal	240.00	No	Yes

The formulas that do the work

Why each one is written the way it is

=SUMIFS(D5:D204,E5:E204,"Yes") Total actually claimed, which is not the same as total spent: a non-reimbursable line stays in the record without inflating the claim.
=COUNTIFS(F5:F204,"No",A5:A204,"<>") Claims still missing a receipt. The second condition ignores empty rows, so the count does not jump to 200 on a blank sheet.
=SUMIFS(Expenses!$D$5:$D$204,Expenses!$B$5:$B$204,$A5) Category total. The category is matched as text, so a typo silently drops the line — which is why the categories live on their own tab.
=IFERROR(B5/$B$12,0) Share of the total, guarded so an empty sheet shows 0% rather than a column of #DIV/0!.

A claim held up by one lunch

A worked example with real numbers

A three-day client trip comes to 412.40 across travel, accommodation and meals. Everything is receipted except a 34.00 lunch. The Summary shows Meals at 118.00 and the Expenses sheet shows Missing receipts: 1. That single number is the difference between a claim paid this week and a claim that comes back with a question — and it is visible before the claim is submitted, not after.

What is in the workbook

Every tab, and what it holds

Every tab in the workbook and what it is for.
Tab	Contents
README	What to fill in and what is calculated, with the colour key.
Expenses	The ledger: one row per receipt, 200 rows, with the two live totals beside it.
Summary	Totals per category, reimbursable split out, and each category's share.
Categories	The category list. Edit it to match your own policy.

Features and related templates

What is included, and what to look at next

What it does

Totals by category, reimbursable split out
Counts claims still missing a receipt
Non-reimbursable lines recorded without inflating the claim
200 rows, categories you can rename
Excel 2016+ and Google Sheets

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Questions about this template

The ones that come up most

How do I add my own categories?

Type them on the Categories tab, then add a row to the Summary tab for each one and copy the formulas down. The Summary is a list of SUMIFS, one per category, so a new category needs its own row.

Why does a line not appear in its category total?

The category text has to match exactly, including trailing spaces. Copy the value from the Categories tab rather than retyping it — that is the single most common cause.

Can I track more than 200 expenses?

Yes, but extend the ranges. The formulas stop at row 204; select them and change 204 to your new last row, or turn the range into a table.