Enter expenses, get a finished report: itemized lines, category subtotals, mileage computed at the current IRS rate, and signature lines. Print it to PDF or download the CSV. Free, no signup, and nothing you enter leaves your browser.
| Date | Category | Merchant / description | Amount |
|---|---|---|---|
| Expenses appear here as you enter them above. | |||
| Total | $0.00 | ||
An expense line has three jobs: show what was spent, why it was business, and where it books. The date and merchant cover the first. The description carries the business purpose. The category does the coding. Category subtotals let accounting book the whole report in one pass, and the signature lines create the approval trail that separates a business expense from a personal one in an audit.
Mileage works differently. Personal vehicles on business are reimbursed per mile at the IRS standard rate, not for fuel receipts. The 2026 rate is split: 72.5 cents per mile through June 30, then 76 cents from July 1. A mileage line needs the trip purpose and the miles. The generator applies the rate and shows the math on the report. Purchases are one half of job cost; the labor burden calculator prices the hours.
| Category | What belongs in it | Receipt |
|---|---|---|
| Airfare & transit | Flights, trains, rideshare, parking, tolls | $75 and up, per IRS; most policies say always |
| Lodging | Hotel room and taxes; minibar and movies are personal | Always, any amount (IRS rule) |
| Meals | Business meals with the who and why noted | $75 and up; note attendees and purpose regardless |
| Fuel | Fuel for company vehicles and rentals | $75 and up; most fuel stops are under it, keep them anyway |
| Mileage | Personal vehicle on business, at the IRS rate | No receipt; log date, purpose, and miles |
| Materials & supplies | Job-site materials, parts, small tools | $75 and up; invoices preferred for job costing |
| Software & subscriptions | Licenses and SaaS bought outside procurement | Always in practice: the invoice carries the term |
IRS thresholds are from the substantiation rules for accountable plans (Publication 463). Company policy can be stricter and usually is.
Each line needs the date, the merchant, what was bought and why (the business purpose), a category that maps to your chart of accounts, and the amount. The report as a whole needs the employee, the period covered, category subtotals so accounting can code it in one pass, a total, and signature or approval lines. Receipts ride along as attachments. That set satisfies what an accountant needs to book the expenses and what an IRS accountable plan expects for reimbursement.
Under IRS substantiation rules, documentary evidence is generally required for lodging of any amount and for other expenses of $75 or more. Below $75 the IRS requires a record of the amount, date, place, and business purpose, which the report itself provides. Most companies set a stricter policy, commonly receipts for everything above $25, because card statements alone don't show what was purchased.
2026 has a split rate: 72.5 cents per mile for business driving from January 1 through June 30, and 76 cents per mile from July 1 through December 31 after a mid-year adjustment. The generator defaults to the current second-half rate, and the rate field is editable for reports covering the first half of the year.
Multiply miles by the rate in effect when the driving happened: miles from January 1 through June 30 pay 72.5 cents each, miles from July 1 on pay 76 cents. A report that spans the change needs two mileage lines, one per rate period: 400 miles in June and 400 in July reimburse $290 plus $304, not 800 miles at either single rate. The generator's mileage rate is editable per line, so a split report is two lines with the right rate on each.
The IRS accountable-plan safe harbor treats expenses as substantiated within a reasonable time when they're reported within 60 days of being incurred, and excess advances returned within 120 days. In practice most companies run a monthly cycle tied to the accounting close. Reimbursements under an accountable plan are not wages, so they stay off W-2s and payroll tax.
Nowhere. The generator runs entirely in your browser: nothing you type is uploaded, stored, or seen by us. Printing and the CSV download happen locally, and refreshing the page clears the report.
The generator does the arithmetic, applies the IRS mileage rate, subtotals by category, and produces a clean printable report without formula errors. A spreadsheet template makes sense when your company mandates a specific workbook or the report needs to feed a spreadsheet workflow, and the CSV export here opens in Excel or Google Sheets for that case.
This free tool is provided as is. Nothing presented here is legal, tax, or financial advice.
Monthly reports, shared cards, and receipt chasing are a standing tax on operations. We set up cards and controls that capture receipts and code spend at the moment of purchase.