Expense Report Example
Example document for Expense Report. Use this as a reference when creating your own.
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Document: Expense Report
Example Document
Last updated 7/30/2026
Expense Report
Employee/Contractor Name: John Smith ABN (if applicable): 12 345 678 901 Department/Trade: Electrical Contractor Report Period: 01/07/2023 to 15/07/2023 Date Submitted: 16/07/2023
| Date | Category | Description (Work Purpose) | Supplier Name | Total Amount ($) |
|---|---|---|---|---|
| 02/07/2023 | Materials | 500m twin & earth cabling for ABC Fitout | Master Electrics | 145.00 |
| 04/07/2023 | Travel | Toll road charges to Western Sydney job site | Linkt Sydney | 22.50 |
| 05/07/2023 | Safety Gear | Insulated gloves (Class 0) | Total Tools | 35.00 |
| 10/07/2023 | Tools | Replacement drill battery for site use | Bunnings Warehouse | 89.95 |
| 12/07/2023 | Meals | Client lunch to discuss Phase 2 contract | The Italian Restaurant | 68.00 |
| TOTAL EXPENSES | 360.45 |
Bank Account Details for Reimbursement: Account Name: John Smith BSB: 06-2345 Account Number: 12345678
Declaration: I declare that these expenses were incurred in the course of my business duties and are not private or domestic in nature. I have attached original receipts for all items listed above.
Employee/Contractor Signature: J. Smith Date: 16/07/2023
Manager Approval: Manager Name: Sarah Jones Signature: S. Jones Date: 18/07/2023
Notes
Key Decisions Explained:
- Cabling: Listed under Materials because it is a direct cost of the specific job (ABC Fitout).
- Toll Charges: Listed under Travel. Even though it is a vehicle cost, it is a specific trip expense rather than general fuel.
- Insulated Gloves: Listed under Safety Gear. This satisfies WHS requirements for electrical work and is a legitimate expense.
- Drill Battery: Listed under Tools. It is a repair/replacement to a business asset.
- Client Lunch: The description specifically mentions discussing the contract. This distinguishes it from a personal meal, satisfying ATO requirements for entertainment/meal expenses.
About this Example
Part of the Expense Report document collection
Document Type
Expense Report
A record of business expenses incurred by an employee or contractor. It tracks costs for reimbursement or tax deduction purposes.