Notion – Employee Expense Reports Template


This template is perfect for organising your team’s expenses into a single report.

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Notion – Employee Expense Reports Template

This template is perfect for organising your team’s expenses into a single report. An employee expense report is a document submitted by employees for reimbursing work-related expenses. Usually associated with business travels, protocol expenses and any other company expenses. The employee needs to document their costs with invoices / receipts then the expenses have to be approved by a manager. Therefore, to make things easier for everybody, it’s essential to have a clear and easy-to-use employee expense report.


What you need before purchase

  • Basic knowledge of how to use Notion
  • Paid Notion account if you’ve looking to add lots of content to your template / Notion account (sign up here). Not much content? You’re able to use their free account.


After purchase

After purchase you’ll be able to view the template immediately. The template can added to your Notion account by:

  • Click on the template download link in Gumroad
  • When viewing the Notion template, click on the “Duplicate” link in the top-right of your screen
  • The template will now be available in your own Notion account

For ongoing use, the steps are:

  • Login to Notion and select the template you want to view
  • Click on the Duplicate link in the top-right of your screen to create a copy to use
  • You’ll be able to retain the Notion template and work on the Duplicate (with a new name) and can repeat this process whenever you want to use the template again


What Is an Expense Report?

An employee’s expense report is a written record of the business purpose for which an employee incurred expenses during a pay period.

What an Expense Report Looks Like

A typical expense report consists of two parts: a summary and a detailed explanation. The summary section provides information about the type of expense, date it was incurred, and the person who incurred it. The detailed part includes all the supporting documentation that explains why the expense was incurred.

What an Expense Report Is Used For

The primary use of an expense report is to document business-related travel or entertainment expenses. An expense report can also be used to document other types of business-related expenses such as meals, gifts, or telephone calls.

How Do I Prepare My Employee Expense Reports?

Prepare your reports in Notion by using the following steps:

  1. Enter the total amount you are claiming on each line item.
  2. Include any additional notes regarding the expense.
  3. Make sure you have included the appropriate receipts for each expense.
  4. Store the report with your company’s human resources department.

Common Business Expense Categories

Business Travel

Travel is necessary when employees need to meet clients, attend conferences, or conduct research. A business traveler may incur expenses for airfare, hotel accommodations, car rental, and meal costs while away from home.

Meals & Entertainment

Meal costs include food purchased at restaurants, catered events, and special occasions. Entertainment expenses cover tickets to movies, concerts, sporting events, plays, museums, and other cultural activities.

Telephone Calls

Phone calls made to customers, vendors, suppliers, or associates are considered business expenses. Phone bills should be submitted.


Gift expenses are only reimbursable if the gift is provided free of charge. Some companies allow employees to purchase items like clothing, electronics, and office supplies with their own money. If this is allowed, then these purchases must be documented in an expense report.


Miscellaneous expenses include anything not covered under the previous categories. Examples of miscellaneous expenses include postage, parking fees, and others.

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