Sheets
4
Separate the request flow
Finance Excel template
Download the Expense Reimbursement Log Template for free. Manage requests, approvals, settlements, and receipt notes in one workbook.
A free Excel template that makes expense requests, approvals, settlements, and receipt notes easier to keep in one workbook. The same page also shows the matching web-screen flow.
Free download
Request form
Receipts
Settlement
Workflow
Traceable
Make rework status visible
Input
Shareable
Easy to share with finance and managers
Input example
Start by aligning the expense assumptions
If request number, applicant, department, and settlement status are aligned first, expense checks stay stable.
Request no.
ER-2401
Submission date
2026-04-13
Applicant
Emma Carter
Department
Tokyo Sales Team
Free download
See what is inside the Excel version first
A free Excel template that makes expense requests, approvals, settlements, and receipt notes easier to keep in view. After downloading, start by organizing the request rules and receipt handling.
File
finance_expense_reimbursement_log_template_en.xlsx
Sheets
4 sheets
Purpose
Requests, approvals, settlements
Keeping request numbers, request dates, and departments aligned helps reduce missed checks.
Approval status and settlement status stay in one workbook, so rework is easier to spot.
Receipt notes and amount differences can stay in the same flow, which makes handoff to finance easier.
Start by organizing the request and receipt assumptions.
How Excel is used
How to run expense reimbursement in Excel
Keeping request registration, approval checks, receipt sorting, and monthly review in one flow reduces missed settlements.
Step 1
Register requests
First define the request number and applicant, then align the monthly review checkpoints.
Step 2
Update approvals
Update approval status and expected settlement dates so rework can be spotted early.
Step 3
Check receipts
Log missing receipts and exception handling so the next action is always clear.
Step 4
Monthly review
Bundle the month-end results and expected settlements into a format you can reuse next month.
Excel to screen mapping
Which Excel column becomes which screen
Mapping the expense reimbursement data structure directly to the screen design makes the request-to-settlement flow easier to understand.
Excel element
System element
Notes
Excel element
Request list
System element
Request table
Notes
Track request number, applicant, amount, and department.
Excel element
Approval list
System element
Approval board
Notes
Keep waiting items and rework status visible.
Excel element
Settlement history
System element
Activity timeline
Notes
Record request date, approval date, and settlement date as history.
Excel element
Receipt notes
System element
Notes board
Notes
Keep receipt gaps and exception notes together.