Here's what you need to know if you intend to create a sample expense spreadsheet for your personal use.

Perhaps you are the boss of a small business, or you have been tasked with creating a few expense templates. Either way, it seems like you would have a part to play in record keeping. Having a good template at hand makes your life a lot easier.

There are a few items that are pretty common across the board and every industry:

Commuting & Travel expenses

There are many ways that these can and have been done. It could be pegged to petrol used or miles/km covered. It could also be reimbursement for public transport, the railway, the trains, the buses and the cabs. And there is of course parking tolls.

Office and utilities expenses

Within the office, you would want to maintain records on tax deductible costs. This could be rent or utilities. But that is usually taken care of. Most of the expenses in this area are things like laptop replacement, printer inks, paper or new screens and pencils and the like.


There are two main goals of keeping track of expenses. One is an employer, and to claim it back from the tax mosquitos. The other is an employer, trying to claim justified expenses from the employer. This could be taxi fare, or expenses incurred while doing overtime. Or perhaps money spent entertaining clients.

To learn how to make these samples and templates, you could try this guide on creating sample expense reports. For other documents, there is a compilation of sample documents here.

Storage of these documents

Of course, with all these records, you would want to keep them in a safe place. The best way is to have both a digital and hard copy. If you lack the space to keep the hard copy, another way would be to scan in what you have, and for those purely digital ones, store both into a separate external hard drive.