Keeping track of your expenses can be both confusing and time consuming, as well as not much fun. You can end up sifting through a pile of receipts weeks or even months after you’ve been away on business, desperately trying to work out what’s what, and racking your brain for items you may have forgotten.
An expenses form template is a really handy tool for those that work away, or those that need to be reimbursed for their expenses in general. From sales people that need to travel, to directors of limited companies with the daunting task of working out their expenses at the end of the year, keeping a record of costs in a standardised document is a lifesaver. Improving the process of recording expenses is an easy way to remove one of the stresses of your life, and it saves you time and money.
So we’ve created an excel expenses form template that you can download, customise for your business, and give to your employees. The template has sections to record the costs of travel, accommodation, meals, ‘other’ items, and mileage for those using their own cars, with a section that works out the mileage cost. The template is set up to work in £’s, and it will allow you to add your company’s logo and change the mileage rate if necessary. It can be printed off and used it as a hard copy, or you can enter your expenses into it on your computer and it will do the maths for you.
Follow these tips and use the expenses form template to make your life easier
- Keep hold of your receipts You can keep these in your wallet to start with, but it helps to have a specific folder to transfer them to at the end of the day, then you can just go through the folder to fill out your expenses sheet. It helps to keep this folder somewhere you have regular access to while working, such as in your car, hotel room, or the bag you use for work.
- Record your mileage
If you’re using your own car for a business trip, you can use the mileage trip zero button at the beginning of the trip to record the miles, just remember to note them down when you get back. If you forget to do this, just head to Google maps and use the directions tool, which will work out how many miles you’ve driven.
- Make it a habit
The more often you record your expenses, the easier it is to keep on top of them, so try to set a time to do it and stick to it. This can be weekly, fortnightly or monthly, and it may help to set a recurring reminder on your phone or computer to make sure you don’t forget.
To make things as easy as possible we’ve added all the calculation formulas into excel so you just enter in how much you’ve spent, or how many miles you’ve driven, and the sheet will calculate the totals.