Reports · CSV
Monthly expense report (with mileage)
CSV with all monthly expense categories — mileage, fuel, meals, lodging, tolls.
When reimbursement goes beyond per-mile, you need a consolidated report that shows every category on the same page. This template groups mileage, fuel, meals, lodging, and tolls into a single monthly CSV — making manager approval and accounting entry painless. Columns follow the standard used by most modern ERPs, so you can import directly without reformatting.
When to use this template
Use whenever you need to consolidate all monthly expenses for an employee for reimbursement or expense report submission. Best for outside professionals (sales reps, technicians, consultants) who mix mileage with operating expenses. For mileage-only reimbursement, prefer the daily log; for advance settlement, this template is better because it consolidates multiple categories.
How to use in 5 steps
- 1. Save one copy per month — Rename with month and name (e.g. expenses-2025-01-john.csv). One file per employee-month simplifies audit.
- 2. Fill in chronological order — Each row is one expense, with date, category, amount, and description. Attach the receipt in the URL/reference column.
- 3. For mileage, use miles × rate — On the mileage row, log the day's miles and compute amount = miles × rate. Stay consistent with policy.
- 4. Sum by category — At month-end, use SUMIF per category to validate against policy (e.g. meals capped at $50/day).
- 5. Submit for approval with attachments — Attach the CSV and a ZIP with receipts. Manager approves, Finance processes.
Common pitfalls
- Mixing currencies without conversion — If you traveled internationally, convert to company currency before submitting. Note the exchange rate of the day.
- Forgetting mileage substantiation — Even on a consolidated report, keep the daily log as an attachment — without it, the mileage line is contestable.
- Wrong category — Tolls go in "tolls", not "fuel". Mixed categories break per-category budget control.
- Not numbering receipts — Number receipts (e.g. 2025-01-15-001) and reference in the CSV row. Speeds up audit 3x.
Frequently asked questions
- Does it work for multiple currencies?
- Yes, but you must convert manually. Add columns for original currency and company currency.
- Can I add categories?
- Yes. Keep the 7 defaults and add at the end (e.g. "Internet", "Coworking"). Do not rename the 7 originals to preserve formulas.
- How do I integrate with Clara?
- For the mileage component, use the online calculator — it exports directly to Clara. This CSV is for the broader expense report.
- Can I embed receipt images in the spreadsheet?
- No, CSV is text-only. Use the URL column to point to a shared drive or attach a ZIP.
- Is there a row limit?
- No. Excel supports 1M rows; a typical monthly report has 50-100.
For the mileage component of this report, consider using the online calculator — it applies rate, purpose, and limits automatically and exports a numbered receipt you attach to the consolidated report.