Get to Know Expense Report and How to Create One

Managing business finances becomes easier with proper expense reports as an expense tracking system, helping track spending and show where money is used.

Expense reports also support better budgeting, cash flow, and faster employee reimbursements. They keep every business purchase properly recorded.

For Australian businesses, accurate expense reports are important for ATO compliance. They also help claim GST credits and eligible tax deductions.

What Is an Expense Report?

An expense report is a document used to record business-related spending. It helps employees claim reimbursements and allows businesses to track expenses properly.

It usually includes costs such as travel, meals, office supplies, or other work expenses. Receipts and invoices are often attached as proof of purchase.

Today, expense reports can be created using paper forms, spreadsheets, or expense software for Australia. No matter the format, they help keep financial records accurate and organised.

Why Expense Reports Matter for Australian Businesses

Expense reports act as a platform for expense reporting, helping businesses track spending, control budgets, and monitor cash flow. They also make employee reimbursements faster and more organised.

They are important for claiming GST input tax credits on BAS. With clear records and valid tax invoices, businesses can accurately report expenses and avoid missing eligible claims.

Expense reports also support ATO compliance by keeping proper records of business transactions. Storing reports, receipts, and approvals helps businesses meet the five-year record-keeping requirement.

Types of Expense Reports

Business expenses can vary depending on the situation, so different types of expense reports are often needed. Using the right report format helps businesses manage approvals, record accurate data, and support accounting or tax requirements.

1. Employee expense reimbursement report

This report is used when employees pay for business expenses using personal funds and need repayment. It commonly covers small purchases such as office supplies, software, or postage.

2. Travel expense report

A travel expense report records costs from business trips, such as flights, transport, hotels, and meals. It helps businesses control travel budgets and review trip spending.

3. Business mileage/vehicle expense report

This report tracks work-related use of personal vehicles, excluding normal commuting. It usually records kilometres travelled, trip dates, and business purpose for reimbursement or tax claims.

4. Project expense report

It helps businesses track budgets, act as a financial variance report, measure profitability, and bill clients accurately.

5. Department/cost centre expense report

This report tracks expenses by department such as marketing, IT, or HR. It helps managers monitor budgets and control spending across teams.

6. Client entertainment expense report

This report records meals, events, or entertainment provided to clients or staff. It is useful for managing costs and supporting tax treatment such as FBT requirements.

7. Monthly expense report

A monthly expense report combines all business expenses submitted within one month. It simplifies approvals, reimbursements, and monthly financial closing processes.

8. EOFY expense summary report

This report summarises expenses across the financial year from July to June. It supports tax reporting, GST reconciliation, and year-end financial reviews.

What to Include in an Expense Report

For an expense report to be valid, functional, and compliant with ATO standards, it must contain specific data points. Missing information can lead to delayed reimbursements, inaccurate accounting, and compliance risks.

1. Employee and business details

Every expense report should include the employee’s name, ID, department, and contact details. It should also show the company name, ABN, and payment details if reimbursement is required.

2. Date, expense category, and business purpose

Each expense should list the purchase date, category, and reason for spending. Clear descriptions help confirm the expense was for business use.

3. Amount

Each expense report should clearly show the amount spent for every claim. This helps finance teams verify reimbursement totals, compare receipts with submitted costs, and reduce errors during accounting checks.

4. Merchant

The report should include the merchant or supplier name for each expense. This makes it easier to confirm where the purchase was made, match the claim with receipts, and check whether the expense relates to business activity.

5. GST-exclusive amount, GST component, and total

Reports should show the pre-GST amount, GST paid, and total cost. This helps finance teams claim GST credits accurately on BAS reports.

6. Receipt reference and supporting documentation

Every claim should include receipts or invoices as proof of purchase. These documents help verify the amount, supplier details, and business expense validity.

7. Approval status and authorised signatory

Expense reports should include approval from the employee, manager, or finance team. This helps prevent errors, fraud, and unauthorised spending.

Common Business Expense Categories in Australia

Using standard expense categories helps keep accounting clear and organised. Below are some of the most common expense types for Australian businesses.

1. Travel and accommodation

This category includes flights, public transport, taxis, and hotel stays for business trips. It usually applies when employees travel for meetings, client visits, or work events.

2. Vehicle and mileage

This covers the use of personal vehicles for business purposes. Reimbursements are often calculated using ATO-approved kilometre rates or the logbook method.

3. Meals and entertainment

This category includes meals during business travel, client lunches, or staff events. Some expenses may be subject to FBT or different tax treatment.

4. Office supplies and equipment

This includes stationery, printer ink, keyboards, and other everyday office items. Larger purchases such as laptops or desks may require separate accounting treatment.

5. Work-from-home expenses

This covers costs related to remote work, such as internet, electricity, phone use, or office supplies. Businesses may reimburse these costs based on company policy or ATO methods.

6. Client and business development costs

These are expenses used to gain new clients or maintain business relationships. Examples include networking events, promotional materials, or client gifts.

Ready-to-Use Expense Report Templates

Creating an expense report from scratch can take time, so we have provided ready-to-use templates that you can copy into Microsoft Excel, Google Sheets, or a word processor.

1. Employee expense reimbursement template

This standard template is ideal for ad-hoc, out-of-pocket expenses incurred by staff members.

2. Travel expense report template

Use this template to consolidate all costs associated with a specific business trip.

3. Business mileage log template (ATO Logbook Method)

This logbook layout ensures you capture the exact data required by the ATO to substantiate motor vehicle claims.

4. Project expense report template

Essential for agencies and contractors who need to bill expenses back to a specific client or project budget.

5. EOFY expense summary template

The EOFY expense summary template summarises all yearly expenses for tax and financial reporting.

How to Create an Expense Report: Step by Step

Creating an expense report is easier when you follow a clear process. It helps ensure accuracy, proper approvals, and compliance with ATO requirements.

1. Choose the report type and reporting period

Start by selecting the correct expense report type and defining the time period, such as weekly or monthly. This ensures all expenses are grouped correctly.

2. Collect receipts and supporting documents (ATO requirements)

Gather all receipts, invoices, and proof of payment for each expense. These documents help support claims and meet ATO record-keeping rules.

3. Record or log expenses into the reporting system

Enter each expense into the reporting system with the correct date, category, amount, and business purpose. This keeps the claim organised before review and reduces manual errors during approval.

4. Categorise expenses with GST breakdown

Sort each expense into the correct category and separate GST amounts. This helps ensure accurate reporting and tax compliance.

5. Submit for manager approval

Send the completed expense report to a manager for review. Approval confirms that the expenses are valid and business-related.

6. Review totals and reimbursement amount

Check the total claim value, GST component, and reimbursement amount before payment is processed. This helps finance teams catch duplicate claims, missing receipts, or incorrect totals.

7. Process reimbursement to employee

Once approved, the finance team processes the payment back to the employee. If any cash advances were issued beforehand, deduct these from the total before processing the final reimbursement amount.

8. File for ATO record-keeping (5 years)

Store the final approved report and supporting documents securely. Businesses generally need to keep most records for five years.

Australian Tax Rules for Expense Reporting

Australian businesses must follow Australian Taxation Office (ATO) rules when preparing expense reports. This ensures expenses are correctly recorded and eligible for tax deductions and GST claims.

Each expense must be supported by valid receipts or tax invoices showing details like the supplier, date, amount, and GST. Without proper documentation, claims may be rejected.

Businesses are also required to keep expense records for at least five years. This helps with BAS reporting, audits, and proving expenses are legitimate if reviewed by the ATO.

Expense Reporting Best Practices for Australian Businesses

Australian businesses should follow good expense reporting practices to keep finances accurate and organised. This helps control costs and improve reimbursement processes.

Standardising categories, requiring receipts, and using clear approval steps helps reduce errors. It also supports compliance with ATO requirements.

Digital tools are especially useful for multi-branch companies by simplifying expense tracking, supporting cashflow tracking, and automating approvals. They give businesses real-time visibility into expense reports across departments.

Conclusion

Expense reports are an essential part of managing business spending and maintaining financial control. They help businesses track costs, manage reimbursements, and stay organised.

For Australian businesses, they also play a key role in meeting ATO requirements and claiming accurate tax and GST deductions. Proper reporting reduces compliance risks and financial errors.

By using clear processes, standard templates, and digital tools, businesses can make expense reporting faster, easier, and more efficient.

You can consult our experts to better understand expense reporting and improve your financial processes.

Frequently Asked Question