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Free Expense Tracker Template


Grab your free expense tracker template to simplify managing and monitoring your employees’ expenses.

Stay organized and in control of your finances with our easy-to-use expense tracking tool.

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  1. Jobber Blueprint /
  2. Free Tools /
  3. Free Expense Tracker Template

Stay on top of your business spending

  • Small business expense tracking made easy
  • Effortlessly keep track of all employee spending
  • Take control of your budget and simplify employee expense claims

What does this Jobber expense tracker template do?

This free expense tracker template helps you manage your business spending. It lets you record business expenses, add a description of the expense, and automatically calculate totals.

Managing business budgets or monthly expense tracking? Our simple expense tracker keeps things organized and reduces mistakes—so you can focus on running your business.


Why tracking employee expenses matters

Tracking your employee expenses is key to business success. It keeps you from losing receipts, overspending, and drowning in messy paperwork.

With an expense tracker, you can organize expense reports, spot possible tax deductions, and understand where your money is going. Jobber’s free expense tracker template makes budgeting simple so you can stay on top of your finances.


How to use the Jobber expense tracker template

Follow these steps to use Jobber’s free business expense tracker template:

  1. Download the file to your computer
  2. (Optional) Customize the file as needed
  3. Make an extra copy for every employee to track their daily expenses
  4. Send the files to your employees as email attachments

Pro Tip: To track monthly expenses, make a new copy each month and save the .xlsx files in a dedicated computer folder.


What kind of business expenses should I be tracking?

What you track boils down to the type of business you run. Here are examples of common business expenses:

  • Operational costs: Vehicle maintenance, fuel costs, equipment repair, and materials
  • Employee-related costs: Salaries, payroll taxes, training programs, and technician uniforms
  • Marketing expenses: Paid social media ads, flyers, website hosting, and SEO services.
  • Office expenses: Rent for storage or office space, utility bills, software subscriptions, and supplies
  • Insurance and compliance costs: Liability insurance, workers’ compensation, and industry certifications
  • Professional development expenses: Cost for attending trade shows, industry training, or certifications
  • Unexpected costs: Emergency equipment purchases or rush orders on supplies

What expense categories should I use in the template?

Your categories depend on your business spending needs. Check out these ideas to get started:

  • Equipment: Larger purchases like vacuums, power washers, or other machinery needed to deliver your services.
  • Materials: Consumable goods or materials required for specific jobs, such as paint, mulch, or insulation.
  • Tools and supplies: Smaller tools and everyday items like hand tools, safety gear, or replacement parts.
  • Office supplies: Pens, paper, printer ink, or any supplies used to manage the administrative side of your business.
  • Vehicles (maintenance): Fuel, oil changes, tires, and other upkeep for company-owned or employee-used vehicles.
  • Travel (mileage): Costs related to driving between job sites or meeting clients, including mileage reimbursements.
  • Marketing and advertising: Spending on digital ads, print materials, signage, or promotions to attract new customers.
  • Subcontractor fees: Payments made to independent contractors or third-party specialists hired to help with projects.
  • Miscellaneous: Any business-related expenses that don’t quite fit into the categories above—like business licenses or client gifts.

For example, a cleaning business might track costs for cleaning supplies, employee vehicles, travel, and marketing.


Free expense tracker template vs. expense tracking software

If you’re looking for a fast and easy way for tracking expenses you can download Jobber’s free expense tracker template. It’s simple to use, customizable, and completely free. Expense tracking software like Jobber goes beyond just basic templates. Jobber lets employees keep a detailed record of every business-related cost. Plus, you can easily upload photo receipts directly to an expense log. It’s not limited to specific costs, so you can monitor and reimburse all work transactions.

Frequently Asked Questions

Have your employees store and submit receipts that match the expense tracker entries. Give your team labeled envelopes for their receipts, or use expense tracking software. Employees can snap photos of receipts and upload them, saving time and organizing everything.
Absolutely! Our expense tracker template makes it easy to track your budget and gives you a clear picture of your business spending habits.

To avoid backlogs, regularly record business expenses along with the payment method. For example, set aside 30 minutes at the end of each day to log your team’s expenses.

For better efficiency, try expense tracking software. You can easily automate cost entry and cut down on errors.
Yes! Quickly claim reimbursable expenses like work-related travel mileage for client visits. Just make sure your team logs their expenses regularly to be reimbursed on time.

You can also try expense tracking software for an even smoother process. It helps your team log real-time expenses to reduce delays and track every claim correctly.