What should an expense claim include?
Include the date, expense type, amount, business reason and any relevant vehicle or job reference.
Expense claim form template
Use this free expense claim form template to record the date, vehicle, expense type, amount and notes. Download it in Excel or Word.
Every tool is free to use on screen, and a free account saves your records. Downloads are one free file a month across all toolkits, then £1.49 for a single extra download or £4.99 a month for unlimited downloads. Cancel anytime.
2 entries
Keep fuel and running costs by vehicle and date in one running list.
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This tool is free to use with no account. The rows below are examples so you can see the layout, edit or delete them and add your own. Nothing you type here is stored on our servers, so it will be gone if you close the page. Create a free account to keep it, and to get your free monthly Excel or Word download.
Fuel & Expense Tracker
| Date | Vehicle | Type | Amount | Notes | |
|---|---|---|---|---|---|
| 19 Oct 2026 | Example vehicle 1 | Fuel | 84.50 | Example entry, replace this with your own details. | |
| 18 Nov 2026 | Example vehicle 2 | Tyres | 84.50 | Example entry, replace this with your own details. |
These tools are provided for general business administration, organisation and record-keeping purposes. They do not constitute legal, medical, clinical, safeguarding, health and safety or regulatory advice and do not guarantee compliance with any applicable requirement. Businesses remain responsible for ensuring their own policies, procedures and records are appropriate for their circumstances.
Using this template
An expense claim form records costs paid by a worker or incurred for a business activity so they can be reviewed and reimbursed or entered into the accounts. Small employers, transport operators, contractors and mobile teams use one for items such as parking, tolls, fuel or approved materials. Each entry should show the date, relevant vehicle where applicable, expense type, amount and a short note that explains the business reason.
Ask claimants to attach the supporting receipt or other evidence and submit claims within a stated period. The person approving the claim should check it against the business policy and make sure the same cost has not already been paid through another route. Common mistakes include combining unrelated purchases into one line, omitting VAT evidence, using a card statement as the only description and mixing personal costs with business expenses. This template provides a clear administrative record and editable downloads. It does not decide whether an expense is allowable for tax, whether VAT can be reclaimed or what an employer must reimburse.
Questions about this template
Should receipts be kept with the form?
Keep the evidence your accounting and business processes require, normally linked clearly to the relevant entry.
Does this decide whether an expense is tax deductible?
No. The template records costs only and does not provide tax or accounting advice.