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How to Create, Process, and Types of Expense Reports

How to Create, Process, and Types of Expense Reports

An expense report is a form that contains an itemized list of expenses incurred on behalf of the company by the employee. Physical sheets of paper or digital documents could be used for the reports. In the report, the employee typically itemizes expenses such as travel, office supplies, fuel, and lunch. They must also supply the details of the expense expended for each item, as well as a receipt, invoice, or other appropriate documents.


The report is then forwarded to the appropriate management and the finance team for approval. Employees may take an initial advance for expenses in particular cases. In such circumstances, the employee must provide proof of payment and return any unused funds.


Expense reports are generated on a yearly, quarterly, or monthly basis by an organization. As a CFO or head of finance, quarterly, yearly, or monthly expense reports assist you in tracking your company's expenses throughout that period. Furthermore, it assists you in identifying areas where you can cut expenditures to maximize profit.


Yearly reports, on the other hand, can be used to deduct expenses on your organization's tax returns.


An outline of the expense reporting procedure
Depending on the approach your company uses, the expenditure reporting process may differ. For example, if your organization still uses old reporting systems, be prepared for inaccurate reports. Please allow us to explain.


First, your employee must complete the expenditure form(s) and submit the associated bills with their report. The request is then routed to the appropriate line manager or department head for approval. The report is submitted to your company's finance department after it has been reviewed by the management. The finance department employees must verify the report's legitimacy and confirm that it does not breach any of your company's cost policies.


Expense report types
The following are the several sorts of expenditure reports that businesses use to track their spending:

1. Expense reporting every month
Monthly expense reports aid in the tracking and analysis of all business spending. Furthermore, monthly expense reports assist you in monitoring your present budget, forecasting future budgets, and reducing costs.


2. Reports on long-term expenses
Long-term expense reports are expense reports that often feature information about a company's annual or quarterly expenses.


3. Reports on recurring expenses
Recurring expense reports comprise fixed, regular expenses such as rent, utilities, and payroll for which businesses spend money regularly.


Processes of expenditure reporting


1. Process of manually reporting expenses
Employees must physically submit manual expense reports with tangible bills and receipts for payment during the manual expense reporting procedure.

The expense report must be approved or rejected by the manager based on its accuracy. The spending report is then checked for policy compliance by the accounting department.


2. Expense reporting process that is automated
The entire expenditure reporting process is automated, from expense report production through expense submission. Employees can submit expenditure reports at any time and from any location. Furthermore, with automated expense reporting systems, the approver can approve the report with a single click, and the finance team can precisely verify the data.